Executive Assistant to AVP Facilities

About the role

The Executive Assistant provides high‑level administrative support to the Associate Vice‑President (AVP) Facilities and the Chief Campus Operations Officer pro tem. This role serves as the primary contact for the AVP’s office, liaising with senior university leaders and managing a wide range of confidential tasks.

Key responsibilities

• Manage the AVP Facilities’ calendar, commitments, and confidential correspondence.
• Draft, review, and edit Board of Governors and executive meeting materials, coordinating with the President’s Office and Board Secretariat.
• Develop and maintain office policies, procedures, and strategic‑plan tracking.
• Oversee the office budget, special projects, and procurement of equipment, furniture, and space utilization.
• Coordinate events, committee meetings, training sessions, and workshops.
• Lead process‑improvement initiatives and support transition to new online systems.

Required profile

• Undergraduate degree in a relevant discipline.
• Minimum two years of related experience, preferably supporting senior leaders in complex environments.
• Demonstrated ability to maintain confidentiality, exercise sound judgment, and work under pressure.
• Commitment to equity, diversity, and inclusion.

Required skills

• Proficient use of MS Office at an intermediate level (Word, Excel, PowerPoint).
• Experience with document‑management and workflow‑automation tools.