Executive Assistant

University of Guelph; Guelph; On-site; CAD 60,000 - 85,000; Full time

Job summary

University of Guelph in Guelph, Ontario, seeks an Executive Assistant to join the Alumni Affairs and Development team. The role supports the Associate Vice-President and senior staff, enhancing fundraising efficiency by coordinating donor meetings with senior leaders and managing activities for the AVP’s office.

The successful candidate will handle institutional communications, schedule planning, and exceptional confidential handling in a demanding environment, with opportunities to contribute

Qualifications

• Two-year college diploma required; undergraduate degree preferred.
• Up to 3 years experience; executive-level support background is an asset.
• Experience securing meetings with Presidents and CEOs is desirable.
• Superior confidentiality, tact and diplomacy in an executive setting.
• Excellent written and verbal communication and relationship-building skills.
• Ability to coordinate complex activities and events with professionalism.

Responsibilities

• Support the AVP and up to two senior roles with administrative duties.
• Prepare institutional history for the AVP and Directors.
• Coordinate advancement activities and secure meetings with donors.
• Plan, coordinate and execute special events to high professional standards.
• Read and analyze large volumes of material and recommend actions.
• Maintain highest levels of confidentiality and discretion.

Skills

Executive support

Communication

Relationship building

Discretion/confidentiality

Strategic thinking

Analytical

Team collaboration

Education

Two-year college diploma

Undergraduate degree preferred

Tools

MS Office

Job description

Location:

Guelph, ON, CA, N1G 2W1

Primary Category Page: Staff and Management

Division: Alumni Affairs and Development

Requisition ID: 2905

Department: Office of the AVP Advancement

This position is covered by the Collective Agreement with the Ontario Secondary School Teachers' Federation District 35 - Technician/Administrative/Research/Agricultural

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.

Career Opportunities (sapsf.com)

General Purpose

This position is an opportunity to join a highly collaborative and results-focused team of passionate fundraising professionals in Alumni Affairs and Development at one of Canada’s leading comprehensive research-intensive universities. Alumni Affairs & Development (AA&D)’s purpose is to maximize philanthropic support for the University of Guelph’s mission of creating unique solutions for the challenges facing our world. We achieve this purpose by building the kind of deep and sustained relationships with our donors, alumni and friends that increase awareness of, engagement with, and investment in the University of Guelph’s work. As a member of this campus-wide team, the Executive Assistant epitomizes the department’s shared values of respect, empowerment, integrity, appreciation, and forward focus. The University of Guelph is currently planning to launch its first fundraising campaign since 2014. The campaign aims to expand on the University’s recent fundraising growth so that AA&D becomes a team that consistently raises $75 million a year by 2030. By aligning donor passions with the university's ambitious goals, the campaign will boost revenue, elevate the university's global profile, deepen donor relationships, and create a highly developed culture of philanthropy across the University community. Institutional leaders and volunteers will be highly engaged in advocating for the university's global impact and the vital role of philanthropy in achieving this vision.

Reporting

Reporting to the Associate Vice-President (Alumni Advancement), the Executive Assistant plays an integral role in supporting the administrative and fundraising efficiency of Associate Vice-President (AVP)’s office. The Executive Assistant is responsible to enhance and expand the alumni donor base of the University by supporting personal meetings between senior-level donors and prospective donors for the AVP, the Directors Major & Principal Gift Advancement as well as other senior university executive members, board members and executive-level volunteer leaders. They are personally accountable for the management of the advancement activities of the AVP and the Associate Director, Alumni Advancement (AD).

Duties and Responsibilities

A major responsibility of the incumbent is to appropriately position the AVP (and up to two additional senior roles) to pursue the business of the Office and for the activities of any particular day. This involves being cognizant of the priorities and mandate of the AVP. The incumbent assumes an "institutional history" role in preparing the AVP and Directors. To be successful, the incumbent must be able to make decisions and act with executive authority when necessary. Working with other senior staff and AA&D, the incumbent ensures the advancement activities of the AVP and Directors proceed in a coordinated, integrated and efficient manner. This requires excellent working relationships and communications with colleagues, alumni and donors, knowledge of the strategic directions of the university, ability to recognize opportunities for collaboration & coordination. The incumbent develops and implements plans of action to make contacts, placing the AVP and Directors in optimal positions for securing support for the University. When appropriate, the incumbent also plans, coordinates and executes special events to the highest professional standards. The Executive Assistant is responsible for reading and analyzing large volumes of material directed to the AVP’s office, determines and implements an appropriate course of action which often requires initiating a response on behalf of the AVP; assessing situations quickly, recognizing their significance and responding appropriately, ensuring the highest level of confidentiality, tact and diplomacy.

Requirements

• A two year college diploma. An undergraduate degree preferred.
• Up to 3 years experience. Prior experience providing support at the executive level an asset.
• Experience in securing meetings with executive-level professionals, including Presidents and CEOs
• Superior analytical, strategic-thinking, adaptability, communication and relationship-building skills as well as professionalism, discretion, sound judgment, tact and diplomacy, exceptional customer service skills and an entrepreneurial mindset
• Extraordinary attention to detail and will have the confidence and authority to work in a complex and demanding environment, coordinating the affairs of executives at the highest level
• Collaborative and proactive approach to the work is essential – the incumbent is committed to the highest standards of professionalism and excellence
• Ability to work effectively both independently and as part of a team and is highly competent with standard office software
• Ability to respect and maintain confidentiality.

Some evening and weekend work is required, as well as possible travel in support of certain activities.

Employee Type: Regular

Position Number: 10391013

Classification: OSSTF/TARA, District 35 Salary: Band 5

OSSTF/TARA Wage Grid

• Tentative evaluation; subject to committee review

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 09/18/2026

Close Date: 10/01/2026