Executive Assistant

University of Regina; Saskatchewan; On-site; CAD 62,000 - 95,000; Full time

Job summary

A prominent educational institution is seeking an Executive Assistant to support its leadership team. This role involves managing complex tasks and maintaining confidentiality while ensuring the smooth operation of the Dean, Faculty of Arts. The ideal candidate will have significant organizational skills and experience in an executive support role, handling sensitive information with discretion. Join a community that values diversity and offers opportunities for professional growth with competitive benefits.

Benefits

Health/Dental/Vision Benefits

Defined Contribution Pension Plan

Opportunities for advancement

Work-life balance

Qualifications

• Completion of a recognized administration course or equivalent is required.
• Five years of directly related experience; some undergraduate courses preferred.
• Ability to maintain confidentiality and manage sensitive situations.

Responsibilities

• Provide executive-level support to the Dean, Faculty of Arts.
• Manage the Dean’s calendar and correspondence with discretion.
• Prepare agendas and take minutes for Faculty-level meetings.

Skills

Interpersonal skills

Judgement and discretion

Oral and written communication

Organizational skills

Microsoft 365 proficiency

Attention to detail

Education

Completion of a recognized administration course

Five years of related experience

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Sharepoint

Job description

Executive Assistant

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We know imposter syndrome can get in the way, but we truly value diverse perspectives. Don’t hesitate to apply—submit your application today!

Position Details

Posting Summary: Competition Number 20260003A/S Position Title Executive Assistant Faculty/Department Faculty of Arts Unit Arts-Dean's Office Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family N/A Category Staff Number of Vacancies 1

Position Summary: Are you a master of organization with a knack for anticipating needs before they arise? We’re looking for a proactive, detail-driven Executive Assistant to support our leadership team and keep operations running seamlessly behind the scenes. The Executive Assistant works directly with the Dean, Faculty of Arts, providing executive-level administrative support to ensure the Dean’s fulfillment of the day-to-day responsibilities and commitments. Responsibilities are of a complex and highly confidential nature.

What You’ll Do

• General office management and reception duties; effective management and prioritization of correspondence; edit/compose key communications; respond to phone and email inquiries; maintain filing system ensuring confidential handling of administrative and personnel documents; bring forward items as appropriate to ensure deadlines are met; provide information on policies and procedures.
• Manage logistical arrangements for events such as guest speakers and faculty forums; make travel arrangements.
• Compose, review, and/or edit confidential correspondence on the Dean’s behalf.
• Prepare and distribute agendas, minutes, memos, and maintain records for Dean’s and Faculty-level meetings (e.g. Dean’s Executive Committee, etc.).
• Manage the Dean’s calendar and incoming emails and correspondence while exercising a significant degree of judgement and discretion to appropriately handle highly sensitive and confidential information and issues (e.g. Student issues, human resources matters such as discipline or grievances, program review/strategic planning matters).
• This position sees/handles much of the same information as the Dean and must be able to ensure confidentiality of all information and matters associated with the Dean’s Office.
• This position will coordinate/oversee or participate in projects such as:
  • Coordinate/oversee annual performance reviews,
  • Tenure application process,
  • Annual faculty reviews,
  • Program reviews,
  • Annual reports.
• Participate in review/planning discussions and subsequent recommendations. Collect and compile feedback on the recommendations.
• Prepare travel expenses, claims and keeping records that directly involves the Dean’s Office.
• Assist with the planning and delivery of communication projects that the Faculty is vested in.
• Foster and build respectful collegial relationships with sector partners and ensure that regular meetings are scheduled.
• Support with the sessional hiring and sessional performance review process.
• Support with Faculty recruitment searches.
• Maintain web pages and UR Source via Cascade.
• Plus More: Be ready to take on additional related tasks as assigned – your role is dynamic and essential to our success!

Why Join Us?

At the University of Regina, we’re more than just a campus – we’re a community! Join our team and enjoy:

• Meaningful Impact: Your work directly contributes to creating a better environment for students, faculty, and staff.
• Professional Growth: We support your development, offering opportunities for advancement and learning.
• Work-Life Balance: We value your well-being and know your personal life is most important!
• Dynamic and Inclusive Workplace: We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
• Innovation Culture: We encourage fresh ideas and innovative thinking.
• Competitive Compensation: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Contribution Pension Plan, and much more!

Position Requirements

What You’ll Bring to this Position:

• Completion of a recognized administration course or equivalent
• Five years of directly related experience. Completion of at least some undergraduate university courses is preferred.
• Equivalent combination of education and experience may be considered;

Skills That Will Ensure Your Success in the Role:

• Ability to recognize sensitive situations and exercise considerable degree of judgement and discretion, maintain confidentiality, and respond appropriately;
• Strong interpersonal skills with ability to maintain effective working relationships and deliver excellent customer service to all clients;
• Effective and professional oral and written communications skills. Ability to promote and maintain a positive image and reputation for our programs/faculty;
• Experience in organizing meetings, developing agendas and taking minutes;
• Experience in managing and organizing a complex executive calendar;
• Demonstrated proficiency in the use of Microsoft 365 (Word, Excel, and Outlook) and complex databases such as Banner, CASPUR reports, and FAST . Ability to use online document sharing systems such as Sharepoint;
• Experience maintaining complex filing systems (paper and digital records);
• Ability to organize many tasks and meet deadlines while maintaining accuracy and attention to detail;
• Ability to define problems, analyze, and interpret information in order to identify possible solutions and provide recommendations;
• Exceptional interpersonal skills and an ability to develop and maintain effective collegial working relationships with a diverse and racial individuals , and specifically the Indigenous demographic.

Physical Demands: Pay Grade OOS 4 Salary Range $62,971 - $94,454 Annually Status Permanent Work Hours Regular office hours 8:15 a.m. – 4:30 p.m. Infrequent evening and/or weekend work may be required for special activities/events or to meet required deadlines. Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting No Preference Target Posting Not Targeted Additional Information Contact Information Job Open Date 12/23/2025 Job Close Date 01/05/2026 Open Until Filled No Special Application Instructions.

We know imposter syndrome can get in the way, but we truly value diverse perspectives. Don’t hesitate to apply—submit your application today!

Diversity Statement: The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Required

Required Documents

• Resume/Curriculum Vitae
• Cover Letter
• Reference Contact Info

Optional Documents