Administrative Assistant, Office of the President

Administrative Assistant, Office of the President

Employment Group

ADMIN

Position Number

00704

Division

President

Department

Office of the President

Campus

Nanaimo campus *Successful candidates must be able to attend in person on campus as required.

Location

Nanaimo, British Columbia

Country

Canada

Appointment Type

regular full-time

FTE

1.00

Workload

35 hours per week

Pay Level

Excluded Pay Band 4: Minimum salary is $70,682 and maximum salary is $80,230.

Starting Salary

Normal salary placement at the time of hire is $70,682 (prorated if part-time). This position is eligible for annual performance-based salary increases.

Appointment Start Date

06-Jul-2026

Applicant Documents

CV/Resume, Cover Letter, Name and contact information of recent supervisors willing to provide a reference

Posted Date

04-Jun-2026

Closing Date

17-Jun-2026

Job Reference

Duties

The Office of the President is responsible for the effective and efficient management of the institution in its teaching and academic responsibilities; its business and administrative operations; and its role in the community. In meeting those objectives, the Administrative Assistant works with the Office Manager and the President, Office of the President, in providing senior-level administrative support to the President.

Reporting to the Office Manager, serves as receptionist for the Office of the President and is responsible for answering incoming calls, in-person inquiries, and greeting visitors upon arrival. This includes the screening of incoming calls (or walk-ins) in terms of relevancy and urgency. Works closely with the Office Manager in supporting the President by coordinating, scheduling and making logistical arrangements for various meetings, making travel arrangements, preparing correspondence, drafts and reports of a confidential and highly sensitive nature.

The Administrative Assistant creates organizational structures to effectively and efficiently manage institutional documents for the President; processes incoming and outgoing mail; orders office supplies; maintains office equipment such as photocopier and printers; responsible for electronic and paper filing; prepares agendas and provides support for meetings of the Executive Committee and other committees as required.

Develops systems on behalf of the Office of the President, deals with government agencies, the community, International visitors, business and industry on an external basis, and with the administration, faculty, staff, students and internal committees and societies of Vancouver Island University. Provides direction to both internal and external individuals who want to meet with the President requiring some persuasion and influence by presenting alternatives and direction.

Additional responsibilities include coordinating Christmas and official institutional greetings, processing expense claims and purchasing card transactions, supporting procurement-related activities including submitting purchase requisitions and managing purchase orders, overseeing membership and institutional membership renewals, coordinating retirement acknowledgements, maintaining accurate contact information, providing general updates on the administrative area, faculty or department website, and performing other duties as assigned.

Required Qualifications

Recognized post-secondary certificate from an appropriately accredited institution. Seven years of relevant experience working with a senior level position within the public sector (preferably in Post-Secondary).

• Having experience providing administrative support to an executive, CEO or president is an asset.
• Senior-level proficiency with Outlook, Microsoft Teams, Word, Excel, and PowerPoint.
• A strong commitment to excellent customer service exhibiting tact, diplomacy, judgment and discretion; superior interpersonal, communication, organizational, as well as technical and writing skills, efficacy, and an above average ability to juggle numerous conflicting priorities.
• Demonstrated ability to record committee proceedings and compose minutes at a senior level.

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.

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