Executive Assistant to VP, Academic & External

Dalhousie Student Union; Halifax; Hybrid; CAD 21,000 - 29,000; Part time

Job summary

Dalhousie Student Union is seeking a Vice-President Academic & External Commissioner to provide administrative, organizational, and research support to the VPAE, represent students on academic matters, sit on Senate, and advance advocacy priorities with the University, government, and external student organizations.

This hybrid role, mostly remote with occasional in-person support, requires about 10 hours/week during the November 2026–April 2027 term, and emphasizes confidentiality,

Qualifications

• Strong organizational and time-management skills.
• Reliable, professional written communication.
• Attention to detail and the ability to juggle several files at once.
• Good judgment with confidential information.
• Strong interpersonal skills.
• The ability to take initiative while knowing when approval is needed.
• An interest in student advocacy, public policy, University governance, or community organizing.
• Prior experience is an asset, but none is required.

Responsibilities

• Monitor the shared VPAE administrative inbox and designated correspondence, respond to routine matters, and flag anything requiring VPAE attention.
• Draft routine emails and follow-ups for VPAE review.
• Schedule meetings with students, administrators, government representatives, and external stakeholders.
• Manage the VPAE’s calendar to avoid conflicts and overscheduling.
• Maintain a running action-item tracker for meetings, campaigns, and advocacy files.
• Complete follow-up after meetings (sending documents, confirming next steps, tracking outstanding responses).
• Prepare and distribute meeting packages, agendas, and briefing materials.
• Support the Student Senate Caucus and External Committee (scheduling, member communication, attendance tracking, and distributing meeting materials and minutes).
• Conduct preliminary research on University, municipal, provincial, or federal issues relevant to current advocacy, and prepare short background notes ahead of meetings.
• Maintain organized records of committee appointments, contacts, and correspondence; and
• Track deadlines associated with Senate, University committees, DSU Council, external organizations, and VPAE initiatives, and provide reminders for upcoming reporting requirements, including Council reports and Executive Policy reporting deadlines.
• From time to time, you may also be asked to:
• Maintain campaign timelines, stakeholder lists, and project trackers;
• Provide logistical support for consultations, town halls, campaign events, and meetings with the Halifax Student Alliance and other student organizations;
• Compile survey results, consultation feedback, and meeting notes into summaries;
• Carry out routine tasks tied to the VPAE’s executive goals and track progress for Council updates; and
• Help organize files and documentation that support the VPAE’s end-of-term transition report.

Skills

Organizational skills

Time management

Written communication

Attention to detail

Discretion

Interpersonal skills

Initiative

Interest in advocacy

Job description

Dalhousie Student Union is seeking a Vice-President Academic & External Commissioner to provide administrative, organizational, and research support to the VPAE, represent students on academic matters, sit on Senate, and advance advocacy priorities with the University, government, and external student organizations.

This hybrid role, mostly remote with occasional in-person support, requires about 10 hours/week during the November 2026–April 2027 term, and emphasizes confidentiality,