Executive Assistant to the President

Vancouver School of Theology

Executive Assistant to the President

POSITION DESCRIPTION

Reports to: President

Employment status: Full time, salaried

Works closely with: All departments, Board of Governors, VST Foundation Board

Position Summary

Situated on the University of British Columbia (UBC) Vancouver campus, VST seeks an experienced Executive Assistant. Reporting to the President, the Executive Assistant is a key role in supporting the work of the President’s Office, including providing administrative support and liaising with and supporting the Board of Governors, VST Foundation Board and other internal and external committees.

The Executive Assistant to the President is responsible for the following areas:

• Administrative support for Presidents Office o Provides effective, efficient, and confidential administrative support to the President including but not limited to accurately maintaining the President’s calendar, handling correspondence, emails and distributing messages, and using the donor database to extract information
  • Manages hard-copy and e-filing with strict confidentiality
  • Coordinating event planning for School-wide events arranged through the President’s Office and Development Offices (public lectures, visiting distinguished scholars, donor events)
  • Coordinating hospitality services for President’s Office functions including Board of Governors and key development functions
  • Supporting President in the logistics of reviews, ATS accreditation and searches for and of faculty
  • Proof-read media releases and Perspectives, our magazine o Submit expense reports for processing
• Provide administrative support for VST Board of Governors/Foundation Board o Support for meetings (producing agenda, minutes, reports, booking Board member travel and accommodation)
  • Updating governance policy manual
• Providing administrative support for internal and external committees including but not limited to managing room bookings, hospitality, agendas and minutes.
• Supervise receptionist and cleaning staff
• Manage tenants and building lease contracts
• Manage short term rentals

Qualifications

• Keen attention to detail, flexible and organized
• Ability to work under pressure and multi-task
• Ability to problem solve and work both independently and as part of an integrated team
• Strong written and verbal communication skills
• Excellent facility with Microsoft Office a must
• Previous experience in administrative processes and supporting Senior Staff an asset

This is a salaried position with a benefits package.

Applications for this position are open until May 15, 2026.

Only those candidates legally permitted to work in Canada should apply. We thank all applicants for their interest in this position. However, only those selected for an interview will be contacted.

Applications (CV and cover letter) should be emailed to humanresources@vst.edu.

This position will be open until it is filled.