EXECUTIVE ASSISTANT, LIBRARY

Cape Breton University; Sydney; On-site; CAD 50,000 - 65,000; Full time

Job summary

A prominent Canadian university is looking for an Executive Assistant in the University Librarian and the Cultural Resources department. This full-time position requires a diploma or undergraduate degree and at least two years of administrative experience. Responsibilities include supporting program planning, providing communications support, and maintaining donor databases. Applicants must possess strong communication, problem-solving skills, and proficiency in Microsoft Office tools. Applications are due by December 31, 2025.

Qualifications

• Two years of administrative experience in an academic context is preferred.
• Experience managing a team in an office setting would be an asset.
• Proficient in MS Word, SharePoint, and Excel.

Responsibilities

• Collaborate with internal and external stakeholders.
• Support program and service planning, development, and review processes.
• Provide confidential administrative support to the University Librarian.

Skills

Communication skills

Data visualization

Interpersonal skills

Problem analysis

Teamwork

Education

Diploma or undergraduate degree

Tools

MS Word

SharePoint

Excel

Job description

Cape Breton University (CBU) is looking for an Executive Assistant in the University Librarian and the Cultural Resources department. This is a Full-Time Continuing role.

The successful candidate will be responsible for a broad range of duties, including but not limited to: collaborating with internal administrative units (Library, Beaton Institute, and Art Gallery) and external stakeholders; supporting program and service planning, development, and review processes; applying relevant institutional and human resources policies and procedures; contributing to staff development and student support initiatives; and providing confidential administrative support to the University Librarian. The role also includes communications support and monitoring day-to-day operational activities.

Primary responsibility for this position lies with supporting the University Library, with secondary support provided to Cultural Resources (Beaton Institute and Art Gallery). Secondary responsibilities may include maintaining donor information and deeds of gift databases, coordinating committees, and providing general administrative and clerical support.

Qualifications

• Diploma or undergraduate degree in a relevant area of study, or an acceptable equivalent combination of education and experience.
• At least two years administrative experience, preferably in an academic context.
• Experience managing a team in an office setting would be considered an asset.
• Ability to work independently and as a member of a cross-unit/departmental team.
• Excellent writing, communication, and data visualization abilities.
• Strong inter-personal, diplomatic, and judgement skills.
• Advanced ability to analyse problems, develop solutions, and communicate options to a variety of audiences.
• Proficient computer skills, especially MS Word, SharePoint, and Excel, and willingness to be trained on the various departmental and university ERP. Previous experience working with Alma and Colleague would be considered an asset.
• Comfort engaging with diverse individuals and groups and working effectively in a collaborative and sometimes stressful environment.
• Previous experience with various library workflows, particularly e-resource licensing, would be considered an asset.

Applications for the successful candidate will include a:

• cover letter describing the expertise of the applicant
• complete resume
• list of at least three references.

Please upload all required documents to Additional Documents if no designated area is listed. Incomplete applications may not be considered.

Click here to view more information and to apply.

Applications must be received by December 31, 2025.

Cape Breton University is strongly committed to fostering diversity within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply but applications from Canadians and permanent residents will be given priority.

CBU is committed to Equity, Diversity, and Inclusion (EDI) and applicants are encouraged to self-identity if they are part of a marginalised community, or have experience working with Indigenous communities.

If we contact you for an interview and you are a person with a disability who requires technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance.