Executive Assistant

University of Alberta; Edmonton; Hybrid; CAD 42,000 - 60,000; Full time

Job summary

University of Alberta is seeking an Executive Assistant for the Internal Audit and Enterprise Risk Management (IA/ERM) team. The role combines calendar management, scheduling, communications, and administrative support across onboarding, purchasing, and event coordination.

Work is hybrid with a mix of remote and in-person duties at Enterprise Square. The position emphasizes client service, confidentiality, and efficient process navigation for staff and executives.

Qualifications

• High school diploma required.
• Proficient with MS Office, Google Suite, and PeopleSoft.
• Strong multi-tasking, organizational, and time-management skills.
• Ability to work independently with minimal supervision and discretion.
• Knowledge of the university's policies is an asset.

Responsibilities

• Manage the Executive Director’s calendars and schedule activities.
• Organize meetings, events and prepare materials.
• Handle general email account and route inquiries.
• Assist in onboarding/offboarding for staff and contractors.
• Provide administrative support for meetings, communications, and documents.

Skills

MS Office

Google Suite

PeopleSoft

Attention to detail

Time management

Adaptable

Confidentiality

Education

High school diploma

Tools

PeopleSoft

Job description

Job Description

This competition is open to all applicants however; internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered. This position has a term length of 1 year.

Location

This role is hybrid with a mix of remote and in-person work at Enterprise Square.

Internal Audit and Risk Management (IA&RM) executes audits, oversees the university’s enterprise risk management framework and conducts investigations into reports of fraud and irregularity. Through these activities we provide tools and insight to protect and enhance institutional value and improve decision-making in pursuit of institutional goals.

Working with the Executive Director, Internal Audit and Enterprise Risk Management (IA/RM), the Executive Assistant completes core activities in the areas of scheduling, communications, events, human resources, and finance processing. Acting as first point of contact, this role initiates transactions, assists department members with navigating and understanding new processes, policies, and procedures and has responsibility to assist in resolving issues, removing barriers, and providing support in delivery of the department's objectives.

Responsibilities

• Manages access to the Executive Director’s calendars/schedules, prioritizing meetings, events and other activities;
• Meets regularly with the Executive Director to plan and schedule activities for upcoming meetings, committees, events, and projects.
• Tracks the Executive Director’s financial projects, events, deadlines, and other activities as needed.
• Organizes meetings on behalf of the area.
• Schedules and coordinates meetings, events and activities including scheduling rooms, organizing equipment, ordering catering and assembling materials.
• Provides administrative support for standing and special meetings. Coordinates documents and agendas.
• Anticipates and prepares supporting materials. Distributes meeting minutes.
• Acts as recording secretary for the Executive Director.
• Answers phones and fields general inquiries for the area, the program(s) or service(s). Serves as a resource for routine and general inquiries and procedures. (e.g. graduate program information, facility booking requests, booking of advisor/consultant appointments).
• Greets visitors to the area and routes them to the appropriate individual (e.g. Auditor, Audit Lead)
• Manages general/ central/ program email account, responding and redirecting inquiries as appropriate and timely.
• Troubleshoots photocopier and phone issues; organizes service calls as required and maintains adequate levels of supplies for machines, including shredding services.
• Maintains inventory of office equipment and supplies.
• Drafts and/or generates routine communications (e.g. letters, emails, memos, etc.) based on straightforward information for supervisor review. Proofreads and reformats documents.
• Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments.
• Provides guidance and assists users with the initiation of routine financial transactions. Escalates issues to the Staff Service Centre or assigned Financial Partner.
• Supports individuals moving through onboarding process by troubleshooting, coordinating access, directing to correct resources, guiding through process and responding to inquiries;
• Assists in preparation and follow-up with on and offboarding requests for new or departing staff members.
• Coordinates card access and door access to general office space, including after-hours access.
• Ensures signage is current and accurate for the area. Determines appropriate areas to display area identity items, arrange for mounting/display of items, and monitor ongoing condition of displays.
• Sets up office spaces for new staff/students. Assists with basic office/furniture relocations and reconfigurations.
• Performs minor furniture repair.
• Provides guidance and assists users with the initiation of routine financial

Qualifications

• High school diploma
• Adaptable, agile and technologically savvy; advanced capability with MS Office Suite, Google Suite, and PeopleSoft systems
• Ability to strategize and develop creative and efficient solutions
• Proven multi-tasking, administrative, organizational, and time management skills. Ability to work on own initiative and with minimal supervision and direction
• Exceptional attention to detail. Proven proactive self-starter
• Demonstrated commitment to ongoing training in administrative and technical skillsDemonstrated ability to apply and adhere to strict confidentiality guidelines, ATIA and POPA, and records management protocols
• Knowledge of the U of A’s policies and procedures would be considered an asset

About Us

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

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 de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

About The Team

Internal Audit and Enterprise Risk Management (IA&ERM) executes audits, oversees the university’s enterprise risk management framework and conducts investigations into reports of fraud and irregularity. Through these activities we provide tools and insight to protect and enhance institutional value and improve decision-making in pursuit of institutional goals.