Executive Assistant, Major Projects

Northern Alberta Institute of Technology; Edmonton; Hybrid; CAD 59,000 - 79,000; Full time

Benefits offered by this job

Health & wellness benefits

Work-life balance

Professional growth opportunities

Flexible work arrangements

Generous vacation and holidays

Job summary

NAIT is seeking an experienced Executive Assistant to support the Vice President, Major Projects. The role requires meticulous organization, strong communication, and high ethical standards in a fast-paced environment.

Responsibilities include calendar management, email handling, report preparation, and coordinating meetings and travel. A related post-secondary credential and 5+ years of EA experience are required; MS Office proficiency is essential.

Qualifications

• Minimum 5 years of experience as an Executive Assistant or in a similar role.
• Proficient in Microsoft Office and email systems; familiarity with MS Project is an asset.
• Equivalencies considered; credentials earned outside Canada should be evaluated by WES/IQAS/CES.

Responsibilities

• Manage and maintain the Vice President's calendar and meetings.
• Answer calls, respond to emails, and direct inquiries as needed.
• Organize and prioritize incoming requests and correspondence.
• Prepare reports, presentations, and documents as required.
• Coordinate logistics for meetings, conferences, and travel.

Skills

Executive support

Calendar management

Communication

Planning & prioritization

Confidentiality

Education

Post-secondary certificate or diploma

Tools

MS Project

Enterprise accounting software

Job description

Ready to start your next chapter with NAIT? At NAIT, we’re passionate about building a team of talented, dedicated professionals who share our commitment to excellence and innovation. Your skills and experience can shape the future of education and make a real impact in our community.

Currently NAIT employees are welcome to apply.

Summary

NAIT is currently seeking a highly skilled Executive Assistant to support our Vice President, Major Projects. The ideal candidate will be detail-oriented, organized, and possess excellent communication skills, thriving in a dynamic, fast-paced environment. The Executive Assistant will be expected to uphold the highest ethical standards in a professional manner in all interactions and responsibilities.

Key Responsibilities

• Manage and maintain the Vice President's calendar, scheduling appointments and meetings efficiently
• Answer phone calls and respond to emails, and direct them appropriately
• Organize and prioritize incoming requests and correspondence
• Prepare reports, presentations, and other documents as needed
• Coordinate logistics for meetings, conferences, and events, including travel arrangements and accommodations
• Support other team members with meeting scheduling, agenda scheduling and meeting minutes and other administrative duties as required
• Maintain confidential and sensitive information with the utmost discretion and integrity
• Work effectively with various teams and external stakeholders to support organizational goals
• Provide project administration support and coordination

Skills & Abilities

• Effective Communication: Strong written and verbal communication skills are essential for liaising with internal and external stakeholders
• Planning and Prioritization: Ability to plan, prioritize, and adjust workloads to meet organizational demands
• Accountability: Holds self and others accountable to meet commitments, following up with stakeholders when needed
• Results-driven: Demonstrates the ability to achieve goals with exceptional quality and organization in a fast-paced environment
• Attention to Detail: Must be detail-oriented and meticulous in their work. Must be able to handle large volumes of information accurately and without error and ensure that all tasks are completed to the highest standard
• Manages Complexity: Can navigate complex information and find creative solutions to daily challenges
• Confidentiality: Maintains confidentiality with sensitive information and handles it appropriately with discretion

Qualifications

• Related post-secondary certificate or diploma
• Minimum of 5 years of experience as an Executive Assistant or in a similar role Candidates with less experience are encouraged to apply
• Must be proficient in the use of technology, including Microsoft Office, email, and other relevant software. experience with MS Project and enterprise accounting software a definite asset
• Equivalencies will be considered
• Applicants with education credentials earned outside of Canada should have their credentials evaluated by World Education Services (WES), International Qualifications Assessment Service (IQAS) or the Comparative Education Services (CES)

Remuneration

The compensation range for this job posting is : $59,442.07 - $78,758.85

Company Culture & Benefits

NAIT is committed to fostering a safe environment that supports equity and cultivates inclusion through our Centre for Community and Belonging (CCB) and our Equity, Diversity, and Inclusion Strategy. We are a proud partner of the Canadian Centre for Diversity and Inclusion.

For eligible positions, we offer benefits and unique perks focusing on health and wellness, work-life balance, recognition, and professional and personal growth. In addition to excellent vacation time, eligible employees receive paid time off between Christmas and New Year's. NAIT supports a flexible work environment, enabling staff to request approval for on-campus, off-site, or hybrid work arrangements based on the nature of the role. Please note that remote positions require employees to reside within Canada.

We’re committed to creating a workplace that fuels passion, values inclusion, supports wellbeing, and encourages continuous growth. Our culture is grounded in respect, collaboration, creativity, celebration, and accountability. When you join NAIT, you become part of a community dedicated to making a meaningful difference for students, colleagues, industry partners, and the broader community.

People make NAIT Great - and at NAIT, people truly matter.

If you require any assistance or accommodations, please connect with us at [e-mail].