Executive Assistant and Operations Manager

Dalhousie University; Halifax; Hybrid; CAD 56,000 - 75,000; Full time

Job summary

Dalhousie University in Halifax, Nova Scotia, is seeking an Executive Assistant and Operations Manager to provide executive, operational, governance, and administrative support to the Registrar’s Office. Reporting to the University Registrar, the role supports enrolment to convocation processes and strategic initiatives.

The position is a 1-year term, full-time, with hybrid on-campus/remote work within Nova Scotia.

Qualifications

• Undergraduate degree plus 3–5 years of senior administrative experience.
• Understanding of administrative controls, governance, records management and policy compliance.
• Exceptional organizational, analytical and communications skills with attention to detail.
• Ability to exercise sound judgment, think critically and handle complex situations.
• Commitment to supporting a diverse student population and inclusive practices.

Responsibilities

• Provide executive-level support to the Registrar by managing priorities and schedules.
• Coordinate strategic meetings, governance activities and follow-up.
• Develop briefing materials, research and reports to support decisions.
• Support governance committees with agendas, submissions and documentation.
• Lead improvements to office operations, systems, and processes.
• Coordinate projects and foster collaboration across the Registrar’s Office and the University.

Skills

Organizational skills

Analytical skills

Communication skills

Confidentiality

Governance support

Records management

Risk management

Critical thinking

Diversity awareness

Education

Undergraduate degree

Job description

Executive Assistant and Operations Manager

Position Title Executive Assistant and Operations Manager

Research Project

Department/Unit

Department/Unit Registrar's Office

Location

Posting Number

Posting Number S254-26

Employee Group

Employee Group DPMG

Position Type

Position Type Term

Duration of Contract (if applicable)

Duration of Contract (if applicable) 1 year

Employment Type

Employment Type Full Time

Full-time Equivalency (FTE)

Full-time Equivalency (FTE) 1.0

Salary $55,850 - $74,599 per annum

Classification

Classification ADM-04

Provisional Statement

This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.

Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

Job Summary

The Registrar’s Office (RO) is a large, multi-unit, multi-site operation that supports students throughout their academic journey, from enrolment to convocation and beyond. Through a wide range of services and functions, the RO provides critical support for the University’s mission while safeguarding the integrity of institutional policies and student records. The RO also leads Dalhousie’s strategic enrolment management efforts. Reporting to the University Registrar, the Executive Assistant and Operations Manager provides exceptional executive, operational, governance, and administrative support to the Registrar’s Office.

Key Responsibilities

• Provide executive-level support to the Registrar by managing priorities, schedules, and sensitive matters in a complex and fast-paced environment.
• Coordinate strategic meetings, governance activities, ensuring seamless planning, execution, and follow-up.
• Develop high-quality briefing materials, research, reports, and correspondence to support decision-making and institutional initiatives.
• Support the administration of key governance and leadership committees through effective coordination of agendas, submissions, and meeting documentation.
• Lead the development and enhancement of office operations, systems, and administrative processes to improve efficiency, service delivery, and compliance.
• Coordinate projects, monitor strategic priorities, and foster collaboration across the Registrar’s Office and the broader University community.

Note

The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work from within Nova Scotia) as agreed by all parties based on operational requirements and university guidelines.

Required Qualifications

• Undergraduate degree, plus a minimum of three to five years’ of relevant senior-level administrative experience (or an equivalent combination of training and experience).
• Demonstrated understanding of administrative controls, records management, policy compliance, governance processes, approval workflows, confidentiality requirements, and risk-informed decision-making.
• Exceptional organizational, analytical, and communications skills, with strong attention to detail and the ability to manage multiple priorities within a confidential environment.
• Demonstrated ability to exercise sound judgment, think critically, and respond appropriately to complex situations.
• Demonstrated understanding of and commitment to supporting a diverse student population, including awareness of the impact of values, culture, communication styles, beliefs, and practices on the student experience.

Assets

• Experience in project coordination, governance support, records management, policy and compliance activities.
• Experience working in a complex, decentralized, unionized, or post-secondary environment.

The successful candidate is expected to demonstrate proficiency in Dalhousie’s core and leadership competencies, in particular:

• Self-Awareness & Professionalism
• Respect & Inclusion
• Adaptability
• Service
• Relationship Building

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Diversity Statement

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity‑deserving groups listed above. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity‑deserving groups please review our Employment Equity information.If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here .

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