Senior Leadership Administrative Assistant (Hybrid)

Northern Alberta Institute of Technology; Canada; Hybrid; CAD 57,000 - 75,000; Full time

Benefits offered by this job

Benefits package

Hybrid work

Paid time off between Christmas and NY

Professional growth

Job summary

NAIT in Canada is seeking an Administrative Assistant, Leadership Support in Academic Quality & Operational Excellence (AQOE) to support senior leaders including the Associate Vice President, Directors, and Managers. You will manage calendars, meetings, communications, and document prep, and contribute to governance processes and reporting.

Hybrid work is available with on-campus presence for meetings and coordination; you will help ensure efficient operations and information management across

Qualifications

• Diploma in Office Administration, Executive Administration, Business Administration, or a related discipline, or an equivalent combination of education and experience.
• Minimum five years of related administrative experience, including at least three years supporting senior leaders, complex projects, committees, or operational activities.
• Experience analyzing information, preparing reports, exercising sound judgment, and supporting operational decision-making.
• Applicants with education credentials earned outside of Canada should have credentials evaluated by WES/IQAS/CES.

Responsibilities

• Provide administrative support to assigned senior leaders within AQOE, including the Associate Vice President, Directors, Managers, and cross-functional teams.
• Manage calendars, schedules, meetings, priorities, communications, and document preparation.
• Support portfolio planning, reporting, engagement activities, and operational priorities.
• Anticipate needs and identify opportunities to improve efficiency and effectiveness.
• Coordinate committee and governance activities, including meeting scheduling, agenda preparation, document distribution, and follow-up.
• Maintain records, documentation, decision logs, and approval packages to support effective decision-making.
• Develop and maintain tracking tools, spreadsheets, reports, and dashboards to support AQOE initiatives and portfolio priorities.
• Collect, analyze, and summarize information to support operational reporting and decision-making.
• Prepare recurring and ad hoc reports, presentations, and briefing materials for leaders, committees, and stakeholders.
• Ensure the accuracy, confidentiality, and integrity of information and records.
• Coordinate travel, meetings, purchasing, expense processing, budget tracking, and other administrative activities.
• Maintain records, filing systems, and documentation in accordance with NAIT policies and procedures.
• Support planning, coordination, and monitoring of AQOE projects and initiatives.
• Track milestones, deliverables, deadlines, and action items while providing updates to leaders and stakeholders.
• Identify opportunities to improve processes, workflows, and service delivery across AQOE.

Skills

Professional communication

MS Office Suite

Organization

Spreadsheet & reports

Independent work

Committee support

Confidentiality

Education

Diploma in Office Administration

Related discipline or equivalent

Tools

Power BI

Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams)

Job description

NAIT in Canada is seeking an Administrative Assistant, Leadership Support in Academic Quality & Operational Excellence (AQOE) to support senior leaders including the Associate Vice President, Directors, and Managers. You will manage calendars, meetings, communications, and document prep, and contribute to governance processes and reporting.

Hybrid work is available with on-campus presence for meetings and coordination; you will help ensure efficient operations and information management across