Executive Coordinator

University of Alberta; Edmonton; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Comprehensive benefits

Job summary

The Wahkohtowin Law and Governance Lodge at the University of Alberta is seeking an Executive Coordinator to support day-to-day operations. This in-person role at North Campus requires strong organization, collaborative spirit, and the ability to coordinate schedules, events, travel, and communications while maintaining discretion with confidential information.

Reporting to the WLGL Manager, Director and staff, you will prepare documents, assist with financial/admin processes, and help advance

Qualifications

• Five years of related administrative, executive coordination, or program support experience.
• Demonstrated ability coordinating multiple priorities, schedules, meetings, travel, events, and administrative processes.
• Strong organizational and time-management skills with excellent attention to detail and follow-through.
• Excellent proofreading, business writing, and professional communication skills.
• Ability to communicate with tact, diplomacy, and respect across diverse relationships and settings.
• Ability to exercise sound judgment and discretion with confidential information.

Responsibilities

• Executive and Team Coordination: Coordinates calendars, meetings, travel, and accommodations for WLGL team members and guests; prepares materials and reports.

Skills

Administrative coordination

Event planning

Travel arrangements

Communication

Discretion with confidential info

Independent and team work

Website updates / social media

Indigenous language knowledge (asset)

Experience with Indigenous communities

Education

Undergraduate degree preferred

High School diploma with related experience acceptable

Tools

Zotero

Genio

WIX

iOS apps

Job description

Job Description

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position has a term length of one year plus one day from the date of hire, with the possibility of extension.

Location

This role is in-person at North Campus, Edmonton.

The Wahkohtowin Law and Governance Lodge (WLGL) is seeking an organized, collaborative, and adaptable Executive Coordinator to support the day-to-day operations of the Lodge and its work.

This is a varied role for someone who enjoys bringing people, information, and logistics together. Working closely with the WLGL Manager, Director, Research Director, Administrative Team, and other WLGL staff, the Executive Coordinator helps keep priorities moving by coordinating schedules and meetings, supporting events and community engagements, arranging travel, preparing documents and communications, and assisting with financial and administrative processes.

The position regularly interacts with University colleagues, guests, vendors, and Indigenous community partners. Success in this role requires strong organization, sound judgment, attention to detail, and the ability to communicate respectfully and professionally across a range of relationships and settings.

The Executive Coordinator reports to the WLGL Manager and works primarily in person to provide responsive support to the Lodge team and its activities.

Responsibilities

• Executive and Team Coordination: Coordinates calendars, meetings, travel, and accommodations for WLGL team members and guests. Prepares and organizes meeting and project materials, including agendas, minutes, presentations, action items, and reports.


• Events and Engagements: Works alongside WLGL staff to coordinate events, workshops, presentations, community visits, and other engagements from planning through completion. This may include registrations, catering, parking, supplies, promotional materials, guest logistics, and on-site support.


• Communications: Responds to and appropriately directs electronic, telephone, and in-person inquiries. Assists with website updates, social media, correspondence, and other communications under the direction of WLGL staff.


• Financial and Administrative Support: Assists with expense tracking and reconciliations, travel and expense claims, data entry, purchasing, filing, records management, and coordination with vendors, suppliers, and service providers.


• Office Operations: Supports the effective day-to-day operation of the Lodge through supply coordination, mail distribution, facilities-related requests, document preparation, proofreading, and other administrative activities.


• Provides additional administrative and coordination support as priorities and activities evolve.

Qualifications

• Undergraduate degree, diploma, or certificate preferred. A High School Diploma with equivalent related experience will also be considered.


• Five years of related administrative, executive coordination, or program support experience, preferably within a post-secondary institution, Indigenous or other government, non-governmental organization, law firm, or similarly complex environment.


• Demonstrated experience coordinating multiple priorities, schedules, meetings, travel, events, and administrative processes.


• Strong organizational and time-management skills with excellent attention to detail and follow-through.


• Excellent proofreading, business writing, and professional communication skills.


• Demonstrated ability to communicate with tact, diplomacy, and respect when working with a wide range of individuals and communities.


• Ability to exercise sound judgment and discretion when working with confidential or sensitive information.


• Ability to work both independently and collaboratively in a busy, team-oriented environment.


• Experience maintaining websites and/or social media platforms such as Facebook, Instagram, and LinkedIn is an asset.


• Experience with Zotero, Genio, WIX, and iOS applications is an asset.


• Knowledge of an Indigenous language is an asset.


• Experience living in or working for an Indigenous Nation, community of organization is an asset.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

About Us

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

About The Team

Founded in 1912, the Faculty of Law is Western Canada’s oldest law school and a national leader in legal education and scholarship. With approximately 525 JD students and a robust graduate program, it is home to four research groups that provide critical insight and policy expertise: the Wahkohtowin Law Governance Lodge, Health Law Institute, Centre for Constitutional Studies, and Alberta Law Reform Institute.