Executive Assistant to the Provost

MacEwan University; Edmonton; On-site; CAD 50,000 - 70,000; Full time

Job summary

MacEwan University seeks an experienced Executive Assistant for a full-time role in the Office of the Provost. The position involves providing senior-level administrative support, managing communications, and coordinating various activities in a fast-paced environment. Ideal candidates will have strong organizational skills, attention to detail, and experience in a relevant field.

Benefits

Competitive salary

Comprehensive benefits package

Qualifications

• Experience in a post-secondary or public sector environment preferred.
• Equivalent combination of education and experience may be considered.

Responsibilities

• Manage the Provost's calendar and facilitate stakeholder communications.
• Coordinate daily administrative operations and establish systems.
• Prepare briefing notes, reports, and communications.

Skills

Attention to Detail

Relationship Building

Organizational Skills

Problem Solving

Critical Thinking

Discretion

Process Improvement

Education

Post-secondary diploma in Business Administration

Tools

Microsoft Office

Google Suite

Job description

MacEwan University is seeking an experienced Executive Assistant for a full-time continuing opportunity with the Office of the Provost and Vice-President, Academic. Located in the Executive Suite and reporting to the Senior Manager, you will provide senior-level administrative support and coordinate various administrative activities within a complex and fast-paced work environment, working independently to anticipate the needs of executive leadership.

Key responsibilities include:

• Triaging information and issues, briefing executive leadership on key issues and events to ensure timely action;
• Managing the Provost's calendar, facilitating stakeholder communications, scheduling meetings, and coordinating availability;
• Serving as a key point person and resource within the Office for students, staff, faculty, and visitors;
• Coordinating daily administrative operations, establishing systems, practices, processes, and workflow documents;
• Coordinating and administering programs and projects;
• Organizing events and meetings, drafting agendas and briefing notes, booking spaces, recording minutes, and following up on actions;
• Preparing briefing notes, reports, communications, and related materials through research;
• Managing recruitments, including scheduling interviews and onboarding/offboarding processes;
• Maintaining records management standards, responding to information requests, and ensuring record security;
• Supporting governance activities related to the Provost's involvement, ensuring effective communication between academic and administrative governance;
• Drafting, editing, formatting, and distributing correspondence, documents, reports, and presentations;
• Maintaining the Office's intranet and website;
• Providing administrative support for the Deputy Provost's Office;
• Reconciliation of expenses, completing quarterly disclosures, and resolving financial discrepancies;
• Supporting scheduling and calendar management;
• Liaising with suppliers, vendors, accounts payable, and obtaining quotes for goods and services.

Skills

• Exceptional attention to detail;
• Ability to foster positive relationships with internal and external stakeholders;
• Excellent organizational and time management skills, with initiative and the ability to manage multiple priorities independently;
• Strong problem-solving, critical thinking, good judgment, and discretion with sensitive information;
• Knowledge of FOIP legislation and records retention practices;
• Ability to create and improve office systems and processes;
• Proficiency with Microsoft Office and Google Suite applications.

Qualifications

• A post-secondary diploma in Business Administration or a related field;
• Experience in a post-secondary or public sector environment is preferred;
• An equivalent combination of education and experience may be considered.

Joining MacEwan University offers a competitive salary and comprehensive benefits package.