Executive Assistant to the Vice-President, Finance and Administration

Carleton University; Ottawa; On-site; CAD 74,000 - 97,000; Full time

Job summary

Carleton University seeks an Executive Assistant to the Vice-President of Finance and Administration. This full-time, in-person role will manage day-to-day operations and provide critical administrative support within a dynamic academic environment. The position offers a competitive salary and is ideal for candidates with extensive administrative experience and strong organizational skills.

Benefits

Healthy Workplace Certification

Commitment to diversity

Qualifications

• Minimum of seven years of previous progressive administrative experience.
• Experience in Project Management would be preferred.

Responsibilities

• Managing the day-to-day operations of the Office of the Vice-President.
• Providing administrative, coordination, and logistical support.

Skills

Knowledge of office administration

Knowledge of finance and budget policies

Cultural competency and diversity

High level proficiency with MS Office

Education

Completion of a College Diploma degree in Office Administration

Tools

MS Office

Teams

Job description

Executive Assistant to the Vice-President, Finance and Administration

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Executive Assistant to the Vice-President, Finance and Administration

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Requires in person working at the Office of the Vice-President, Finance & Administration, five days a week

Job Number : J0525-0389

Job Title : Executive Assistant to the Vice-President, Finance and Administration

Job Type : Continuing Full Time

Department : Office of VP Finance and Administration

Job Category : Administrative Management

Number of Positions : 1

Salary (with Salary Rate) : 74,328.00 - 96,626.00 / Year

Assignment Duration From : 16 / 06 / 2025

Employee Group : Administrative Management

Salary Level : NU04

Date Position Available : 16 / 06 / 2025

About Carleton University

Carleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.

Named a Top 100 Employer in 2023, 2024 and 2025, and a National Capital Region Top Employer for 10 consecutive years, Carleton University is one of Canada’s most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university’s smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. At Carleton, we are committed to fostering an innovative, equitable and welcoming work environment. Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.

The university’s Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

Duties And Responsibilities

Responsible for managing the day-to-day operations of the Office of the Vice-President, Finance and Administration and providing administrative, coordination, and logistical support to the Vice-President, (Finance and Administration).

Qualifications

The incumbent must possess the following qualifications :

• Knowledge of office administration, finance, and budget policies, procedures and processes
• Knowledge of office as well as the broader university academic units, departments, and divisions
• Knowledge of collective agreements
• Knowledge of cultural competency and diversity in a business context
• High level proficiency with MS office, Teams, and other Enterprise Software

Education And Experience

The above is normally acquired through the completion of :

• Completion of a College Diploma degree in Office Administration or equivalency
• Minimum of seven years of previous progressive administrative experience. Experience in Project Management would be preferred

HR Note

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to : women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

Health and Safety Requirements

This position is regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and / or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.

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