Executive Assistant

Competition 1238

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - Work primarily takes place at Enterprise Square, Jasper Avenue, Downtown Edmonton. This role is hybrid with a mix of remote and in-person.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

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.

Working for the Department

The Office of Government and Community Relations (GCR) is responsible for developing and implementing strategies to engage critical stakeholders in the three orders of government and in the broader community. The mission of the unit is to advance reputation, foster and maintain relationships and secure resources in support of institutional goals.

Position 

This position provides executive administrative support to the AVP, Government and Community Relations related to all daily activities. The successful candidate will have detailed knowledge of all issues and activities within the Office of Government & Community Relations, and will provide comprehensive high level support.

The position acts as a hub for the office and is responsible for facilitating effective communication between the AVPs and Government & Community Relations, the support staff of senior administration and other key campus and public contacts. Highly refined people skills and a proven ability to work with sensitive and confidential material are required.

Due to the unpredictable nature of government and community relations issues, as well as emerging university priorities, the EA must work in a fast-paced environment with a high degree of independence and adaptability, exercising considerable tact, judgment and working effectively to manage competing priorities within tight time constraints.

With Government & Community Relations' broad range of activities and issues, the successful candidate must develop a good understanding of the topics and issues of the AVPs, the unit and the External Relations portfolio.

Duties

• Independently manage and prioritize the AVP’s calendar, appointments, and contacts, ensuring efficient scheduling and time management.
• Prepare and organize materials for meetings, including agendas, briefing documents, and minutes, maintaining a high standard of professionalism.
• Coordinate travel arrangements and detailed itineraries for the AVP, including logistics for trips to Ottawa for lobbying activities.
• Serve as the primary liaison between the offices of the AVP, senior administration, internal stakeholders, and external stakeholders, including the offices of senior government officials.
• Coordinate closely with other executive assistants and external parties to manage schedules and arrange meetings with high-level government and university officials.
• Assist in planning and executing a variety of office events, ensuring seamless logistics and coordination with stakeholders.
• Maintain and update the Government Relations contacts database, ensuring accurate and current information for all stakeholders.
• Oversee the office electronic and paper filing systems, ensuring compliance with legislation, university policies, and best practices for information management.
• Manage the financial administration of the AVPs office including tasks such as preparing and processing invoices, purchase requisitions, and expense claims according to university procedures, financial policies, and audit requirements.

Minimum Qualifications

• High school diploma and post-secondary training in office administration or a related field.
• 3 years of progressive experience in executive administrative roles with recent work supporting a senior executive in a large organization. 
• Strong organizational skills, attention to detail, and the ability to manage multiple tasks and priorities simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access) and familiarity with advanced functions.
• Exceptional interpersonal and communication skills, both written and verbal, with the demonstrated ability to interact professionally with senior government officials and university representatives.
• High level of discretion and professionalism in handling sensitive and confidential information.
• Ability to work independently and as part of a team in a high-pressure, fast-paced environment.

Preferred Qualifications

• Experience in financial administration, including budget monitoring and expense reconciliation.
• Experience with database management, electronic filing systems, and legislative compliance.
• Knowledge of event planning and logistics, with experience supporting high-profile events.