Executive Assistant

University of Alberta; Edmonton; On-site; CAD 45,000 - 65,000; Full time

Job summary

A prominent Canadian university in Edmonton seeks a motivated individual for an administrative support role. This position involves assisting the Vice-Dean (Academic) and requires strong organizational skills, with experience in a similar role being preferred. The university values inclusivity and offers a comprehensive benefits package. Apply to contribute positively to the academic community.

Benefits

Comprehensive benefits package

Inclusive and accessible hiring process

Qualifications

• 2-3 years of experience in providing support to a senior administrative office.
• Experience within a University or other post-secondary environment preferred.
• Demonstrated ability to adhere to multiple deadlines.

Responsibilities

• Provide administrative support for the Faculty of Arts Vice-Dean (Academic) and others.
• Screen and coordinate electronic and phone inquiries.
• Manage calendar for the Vice-Dean (Academic).
• Coordinate meetings and events including agenda preparation.
• Arrange travel for administrative and academic leaders.

Skills

Organizational skills

Time management

Problem solving

Communication

Google Workspace proficiency

Microsoft Windows proficiency

Education

Diploma in office/business administration

Undergraduate degree

Tools

Google Workspace

Microsoft Windows

Advance database

Job description

Job Description

This competition is open to all applicants; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

Location: This role is in person. Work primarily takes place at North Campus, Edmonton.

Reporting to the Operations Manager, the position is responsible for providing a range of administrative support to the Vice-Dean (Academic), assigned Associate Deans, and the Assistant Dean (Development).

Generates specific actions without consultation based on an understanding of the administrative/academic leader’s needs. Work typically has impact within the direct area and involves consultation with internal and external resources. Solves routine problems using University policy, procedure or process OR based on direction from the administrative/academic leader. In all facets of this role, this position endeavors to integrate and advance the University’s commitments to access, community, and belonging. This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in University policy.

Responsibilities

• Administrative support for the Faculty of Arts Vice-Dean (Academic), assigned Associate Dean(s), and Assistant Dean (Development).
• Screening, response, and coordination of electronic and phone inquiries, as well as calendar management for Vice-Dean (Academic) and assigned Associate Dean.
• Meeting and event coordination – agenda preparation, minute taking and dissemination as needed, briefing leaders, technological support for online meetings, and preparation of reports and presentation materials, etc.
• Travel arrangements and coordination for administrative and academic leaders.
• Reception of guests and dignitaries on behalf of the leader(s).
• Coordinates committees for various Vice Dean, Associate Dean(s) portfolios and serves as recording secretary for the committee meetings as needed.
• Enters contact notes, tasks, and pulls prospect tracking reports for alumni and donor database; as well as maintains the database.
• Processes all donations, ensuring appropriate gift documentation; including the maintenance of filing systems for the Development Team.
• Meeting and event planning for the Development Team including agendas, minute-taking, etc.
• Researches, organizes, and executes appropriate donor stewardship and acknowledgment.
• Liaises with donors and potential donors; including the answering of inquiries and any needed follow-up.
• Coordinates and organizes appointments and travel for the Assistant Dean, Development.
• Other administrative duties as required for the supported leader(s).

Qualifications

• A diploma in office/business administration is required; an undergraduate degree is preferred. An equivalent relevant professional experience will be considered.
• 2-3 years of experience in providing support to a senior administrative office; experience within a University or other post-secondary environment preferred.
• Excellent organizational and time management skills with proven ability to adhere to multiple deadlines.
• Proficiency in both a Google Workspace and Microsoft Windows environment.
• Demonstrated ability to problem solve, assess a situation, mitigate risk, apply judgment, and adapt and respond accordingly.
• Knowledge of the Advance database is an asset.
• Event planning is an asset.

About Us

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people – from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L'Université de l'Alberta s'engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.

About The Team

The Faculty of Arts is a diverse and inclusive academic community spanning the humanities, social sciences, and fine arts. Through innovative research, teaching, creative expression, and strong community partnerships, the Faculty of Arts advances knowledge and drives positive societal change. It provides students with the tools to think critically, engage meaningfully, and contribute to a more just and thoughtful world.