Executive Administrator

University Hospital Foundation; Edmonton; On-site; CAD 55,000 - 75,000; Full time

Job summary

University Hospital Foundation seeks an experienced Executive Assistant to support the Chief Catalyst, Strategic Marketing & Alliances. You will liaise across departments, organize complex calendars, coordinate travel, prepare briefs and minutes, and manage confidential information with integrity.

You will leverage AI tools to conduct high-level research, develop bios, and prepare presentations for internal and external stakeholders, while maintaining timely communication and exceptional service.

Qualifications

• Administrative diploma or equivalent required.
• 3–5 years of executive assistant experience preferred.
• Excellent written and verbal communication; professional writing and editing.
• Advanced skills with Microsoft Office Suite and email/calendar tools.
• Experience using AI tools to improve efficiency and information management.

Responsibilities

• Manage email and tasks, prioritize requests, and maintain confidentiality.
• Oversee calendar, meetings, travel, and meeting packages.
• Track expenses, reimbursements, and invoice approvals.
• Prepare agendas, materials, minutes, and executive briefs.
• Research partner organizations using AI tools and develop bios and slide decks.

Skills

Executive support

AI tools usage

Calendar management

Communication

Multi-tasking

Education

Administrative diploma

Tools

Microsoft Office

Job description

Our Background

The University Hospital Foundation is dedicated to a powerful, singular purpose: to continuously seek, inspire and support bold solutions to seemingly insurmountable challenges and ignite new discoveries in health. Responsible for raising and managing funds to advance innovation in prevention, research and patient care, the Foundation strives to transform and redefine health in the Edmonton area, throughout Alberta and around the world so everyone can live a longer, healthier life.

In the past ten years, generous donations from individuals and our corporate and strategic partners have contributed nearly $220 million to advance world-leading patient care at the University of Alberta Hospital, Mazankowski Alberta Heart Institute, and Kaye Edmonton Clinic, as well as groundbreaking research at the University of Alberta.

As an outcome-focused organization, UHF offers a flexible work environment where employees have the opportunity to work remotely. To learn more about us, visit our website at www.GiveToUHF.ca

Your Purpose

Reporting to the Chief Catalyst, Strategic Marketing & Alliances, this position will provide executive administrative support to the leader and department.

Liaising with all departments and levels within the Foundation, this position will create alignment and synergies between the Strategic Marketing and Alliances and the organization to create efficiencies and organization.

Specific Accountabilities

• Email and task management and prioritization, leveraging technology and AI-enabled tools where appropriate to improve efficiency and organization.
• Email and task management and prioritization.
• Calendar management – meeting requests and scheduling.
• Track expenses, credit card management, expense reimbursements, and invoice approvals.
• Prepare meeting packages, agendas and support materials for all meetings and take minutes as required.
• Receive, review and prioritize all communications (in-person, phone calls, letters, and emails) to ensure that requests are resolved in a timely manner and directed appropriately.
• Conduct high level research using AI tools to create bios, understanding of partner organizations and create slide decks as required
• Leverage AI tools and emerging technologies to conduct high-level research, prepare executive briefings, develop bios, analyze partner organizations, summarize information, and support the creation of presentations and other materials.
• Identify opportunities to use AI and automation to streamline recurring administrative processes, improve information management, and enhance executive support while maintaining confidentiality, accuracy, and appropriate human oversight.
• Stay current with AI tools and evolving technologies relevant to executive administration and proactively recommend opportunities to improve the effectiveness and efficiency of the executive support function.
• Draft agendas, edit and coordinate emails, memos, slide decks, letters and summaries, etc.
• Coordinate travel, catering, logistics, and other administrative support.
• Organize external meetings with partners and be the first point of contact for the external ecosystem acting on behalf of the portfolio
• Timely and accurate information management including electronic filing.
• Support the portfolio with administrative requests and duties as needed.
• Plan and organize department team meetings including booking of venues, speakers, team building sessions, and catering.
• Prepare reports and presentations as required.

Qualifications

Education and Experience:

• Completion of an administrative diploma.
• Minimum of three to five years of relevant work experience as an Executive Assistant.
• Advanced skills with Microsoft Office Suite products.
• Exceptional degree of professionalism.
• Strong service mindedness and supportive personality.
• Exceptional attention to detail.
• Flexibility and organizational skills with proven ability to manage multiple projects, prioritize, and meet deadlines.
• Demonstrates exceptional verbal and written communication, as well as active listening skills,
• Professional writing and editing of correspondence.
• Thrives in a fast paced, dynamic environment.
• Must be able to work both independently with minimal supervision and as an integral part of a team.
• Ability to develop and maintain strong professional relationships and exercise discretion and good judgment in representing the Foundation.
• Commitment to maintain confidentiality.

Competencies:

• Demonstrated experience using AI tools to enhance administrative, research, communication, information management, or executive support activities.
• An individual with a drive and an uncompromising desire to achieve exceptional results. exhibiting an outgoing, positive, group-win approach and a willingness to learn.
• Flexible and adaptable style; individual who can positively pivot as required.
• Promotes high-level cross-functional collaboration.
• Approaches challenging circumstances and relationships with confidence and understanding.
• Operates with the highest standards of integrity and trust.

Applicants

We respect and value diversity and are proud to be an equal opportunity employer. We are committed to an inclusive environment for all employees and applicants and will make all employment-related decisions without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability or veteran status.

The successful candidate will be required to provide a Police Information Check.

Closing date for this posting is August 19, 2026, or until successful candidate is found.