We are looking for an experienced Sr. Executive Assistant/Administrative Coordinator, Senate to support senior academic governance functions within a leading education environment in Vancouver, British Columbia. This Long-term Contract position plays a central role in coordinating Senate and committee operations, managing executive-level administrative priorities, and ensuring records, communications, and governance materials are handled with accuracy and discretion. The successful candidate will bring strong judgment, exceptional organizational skills, and the ability to manage complex scheduling, documentation, and stakeholder inquiries in a fast-paced setting.

Responsibilities:

• Coordinate the yearly schedule for Senate and assigned committee meetings, ensuring timelines, milestones, and key governance activities are planned effectively.

• Develop meeting agendas, assemble supporting documentation, and circulate complete packages to participants while preparing draft motions, briefing materials, and related content as required.

• Review incoming submissions and supporting documents, assess their purpose and urgency, and help direct matters to the appropriate committee or decision-making body.

• Lead onboarding and orientation support for newly appointed Senate members, helping them understand processes, expectations, and governance procedures.

• Arrange all meeting logistics, including room bookings, virtual meeting coordination, distribution of materials, and other administrative details needed for smooth execution.

• Maintain accurate governance records by taking minutes, tracking resolutions and decisions, monitoring follow-up actions, and updating official files and databases.

• Provide administrative and confidential executive support to senior leaders, including calendar management, meeting coordination, preparation support, and administration of video or teleconference arrangements.

• Support Senate nominations, elections, and committee appointment processes while maintaining current records such as membership lists, terms of office, policy files, and website content.

• Assist with drafting, editing, formatting, and maintaining governance documents, academic policies, procedures, and related reference materials to ensure consistency and accuracy.

• Demonstrated experience providing senior-level executive or governance support within a complex organizational environment.
• Strong background in calendar coordination, meeting scheduling, and handling competing priorities for executive or committee stakeholders.
• Proven ability to prepare agendas, minutes, board or committee materials, and formal documentation with a high degree of accuracy and professionalism.
• Experience maintaining confidential records, tracking systems, databases, and administrative files in both electronic and manual formats.
• Solid understanding of governance practices, committee procedures, and working with senior leaders or C-suite stakeholders.
• Excellent written and verbal communication skills, with the ability to respond to inquiries and present information clearly and tactfully.
• Proficiency with common administrative tools and platforms, including document preparation, virtual meeting technology, expense reporting, and scanning or photocopying processes.
• Ability to research and interpret policies, bylaws, procedures, and other governing documents relevant to academic or institutional operations.

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