Administrative Assistant, Office of the AVP

NAIT; Edmonton; Hybrid; CAD 52,000 - 69,000; Full time

Job summary

A reputable educational institution in Canada is seeking an Administrative Assistant to provide senior administrative support to the AVP. The role involves managing calendars, liaising with stakeholders, and coordinating projects. Ideal candidates will have a college diploma and five years of related experience, with a strong focus on professionalism and problem-solving. The position offers a competitive salary and a comprehensive benefits package.

Benefits

Comprehensive benefits package

Flexible work environment

Health and wellness focus

Qualifications

• Five years of related work experience, including at least three years of progressive experience.
• Ability to gather information and recommend appropriate actions.
• High level of professionalism and discretion.

Responsibilities

• Provide high-level administrative support to the AVP.
• Provide comprehensive committee support to the Program Mix Committee.
• Liaise with internal and external stakeholders.
• Assist in planning and monitoring AQOE projects.
• Coordinate travel arrangements and prepare expense reports.
• Identify and implement improvements to administrative processes.

Skills

Administrative support

Communication

Project coordination

Problem solving

Education

College Diploma in Office/Executive/Business Administration

Job description

Overview

Join our Academic Quality and Operational Excellence (AQOE) team at NAIT as Administrative Assistant in the Office of the Associate Vice President (AVP). The Administrative Assistant provides senior administrative and analytical support, serves as the primary contact for the AVP’s office, works with the AQOE management team, and supports institutional priorities and vision.

Responsibilities

• Executive Support: Provide high-level administrative support to the AVP, including managing complex calendars, regular communications, ongoing engagement initiatives, and preparing progress reporting. Prepare, proofread, and edit documents, presentations, and reports for meetings, ensuring materials are clear, accurate, and polished. Prepare and manipulate data/text and perform formatting/editing/merging/graphics.
• Meeting and Committee Support: Provide comprehensive committee support to the Program Mix Committee, including scheduling meetings, preparing agenda packages, distributing communications and follow-up, and preparing packages for approvals and further communications. Support the AVP in managing commitments with committee members and other stakeholders, ensuring alignment and collaboration.
• Communication and Liaison: Liaise with internal and external stakeholders including faculty, staff, students, external organizations, industry and government agencies.
• Project Coordination: Assist in planning, coordinating, and monitoring AQOE projects and initiatives, tracking deadlines, deliverables, milestones, and providing regular progress updates.
• Administrative Management and Budget: Coordinate travel arrangements, prepare expense reports, assist with budget preparation and financial reports for the AVP’s office.
• Office Efficiency: Identify and implement improvements to administrative processes, streamline workflows, provide proactive support and solutions.

Qualifications

• College Diploma in Office/Executive/Business Administration or equivalent; additional public relations or project management credentials are assets.
• Five years of related work experience, including at least three years of progressive experience in meeting challenges and seeking resolutions, preferably in a post-secondary environment.
• Ability to gather information, analyze, evaluate, formulate, and recommend appropriate actions.
• Credentials for education earned outside Canada should be evaluated (World Education Services or IQAS).
• Experience in committee support, including preparing materials and following up on action items.
• High level of professionalism, discretion, and ability to handle confidential information.

Remuneration

$52,303.42 - $68,325.92 annually, plus a comprehensive benefits package. (Classification – Administrative Support VI). This position is covered by AUPE Collective Agreement.

About NAIT

NAIT is named one of Alberta’s Top Employers for 14 consecutive years. We value respect, collaboration, celebration, creativity, and accountability. We offer benefits and perks focusing on health and wellness, work-life balance, recognition, and professional growth. NAIT supports a flexible work environment with on-campus, off-site, or hybrid arrangements. Remote positions require residence in Canada. We are committed to equity and inclusion and are a partner of CCDI and Pride at Work Canada. If you require accommodations, contact [e-mail].