Executive Coordinator, AVP, ShS

Competition 1555

This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded), this full-time continuing position offers a comprehensive benefits package that can be viewed on our Benefits Overview page and an annual salary range which will be commensurate with qualifications.

Location - This role is hybrid with a mix of remote and in-person. On-site work takes place at Enterprise Square, Edmonton. 

Working for 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 Shared Services

Established in 2021, Shared Services (ShS) is a growing unit responsible for supporting the university in its human resources, finance and IST administrative processes.  We are fortunate to work with faculty, staff, students, alumni, external vendors and many other third parties.  Working with ShS means working with a close-knit community of smart, approachable teams who collaborate, exchange knowledge and identify solutions.  Our team of expert problem solvers work with the community to ensure the end-to-end delivery of the diverse catalogue of services we are responsible for meets the service level expectations we have committed to.

Position Overview

The Executive Coordinator (EC) to the Associate Vice President (AVP) of Shared Services (ShS) plays a pivotal role in providing high-level administrative and operational support to the Shared Services portfolio. 

We are seeking a professional, highly experienced Executive Coordinator to support the AVP, ShS in a dynamic and fast-paced environment. Reporting directly to the AVP, the EC provides comprehensive coordination, tactical support, and advice to the AVP and the Director, HR Services, other senior leaders (Director, Finance Services, and Director, Service Delivery & Client Experience) and extended leadership as required. This role demands a proactive, highly organized, and diplomatic individual with exceptional communication, leadership, and problem-solving skills, with the ability to manage large projects and contribute to the overall strategy of the unit for its administrative growth.

The EC must maintain the confidentiality and integrity of the AVP's office, ensure the seamless operations of the unit, and foster strong relationships with internal and external clients. The role involves leading and mentoring a growing administrative team to ensure the smooth running of day-to-day operations, contributing to the success of strategic initiatives.

In all facets of this role, the incumbent will endeavour to advance the University’s commitments to indigeneity, equity, diversity and inclusivity priorities. The incumbent will understand, fulfill, and promote the strategic plans and will demonstrate the values of Shared Services that contribute to the overall goals of the University Services, Operations and Finance (USOF) portfolio.

Key Responsibilities:

• Executive Support:

  • Manage and organize the AVP's email, calendar, and scheduling, ensuring long-term planning for recurring events, committee meetings, and strategic time blocking.
  • Anticipate and prepare for meetings and events, ensuring all necessary briefing materials are ready in advance.
  • Liaise with internal and external counterparts to coordinate meeting times and schedules, adjusting as needed to accommodate emerging priorities.

• Strategic Project Coordination:

  • Provide critical support in the planning, coordination, and execution of large projects, ensuring alignment with the AVP's vision and goals.
  • Assist in tracking project milestones, timelines, and deliverables, ensuring effective communication and collaboration across the administrative and senior leadership team.
  • Act as a trusted advisor in sensitive matters, offering recommendations and insights to facilitate the successful implementation of initiatives.

• Communication & Correspondence:

  • Receive (and/or research), prioritize, and prepare correspondence, memos, letters, reports, presentations, agendas, meeting materials, and minutes, often dealing with confidential information.
  • Research and draft Executive and disclosure documents; proofread and edit documents before final distribution.
  • Provide recommendations on various issues, serving as a trusted sounding board for the AVP.
  • Management of the AVP’s and Director, HR Services calendars and commitments utilizing a direct and proactive approach to optimize time management strategies.

• Committee & Board Support:

  • Coordinate committee meetings, including preparing materials, managing processes, and ensuring accurate reporting to various Board Committees.
  • Track, monitor, and manage portfolio projects, ensuring timely and effective decision-making and follow-up.

• Administrative Team Leadership:

  • Lead, supervise, and mentor the administrative team to ensure the unit's smooth daily operations, fostering a collaborative and high-performance environment.
  • Demonstrate strong leadership skills by driving a culture of excellence, accountability, and continuous improvement within the team.
  • Oversee the hiring, coaching, and professional development of direct team members, ensuring their alignment with unit objectives.

• Financial & Operational Oversight:

  • Act as the unit representative for internal financial activities, including tracking and monitoring financial transactions.
  • Manage space requirements, meeting room bookings, and interactions with third-party vendors, ensuring smooth operational support for the unit.
  • Maintain and update web content for the portfolio website as required.

• Professionalism & Confidentiality:

  • Maintain the highest level of professionalism and confidentiality regarding all portfolio activities and interactions.

Qualifications:

• Education & Experience:

  • Office Administration Certificate with 7+ years of senior executive level support experience preferred.
  • A High School Diploma with equivalent combinations of education and 10+ years of experience may be considered.
  • Proven experience supporting strategic initiatives in a large, complex, and unionized environment, preferably within a post-secondary institution.

• Skills & Competencies:

  • Exceptional organizational, multi-tasking, and problem-solving skills.
  • Strong leadership skills with experience in leading and developing high-performing administrative teams.
  • Excellent written and verbal communication skills, with a demonstrated ability to draft and edit high-level documents.
  • Proven track record of applying high-level critical thinking and decision-making in a fast-paced, high-volume environment.
  • Demonstrated ability to manage large strategic HR projects, ensuring successful implementation and execution.
  • Strong MS Office and Google Suite skills.
  • Demonstrated competencies in leadership, professionalism, results orientation, organizational understanding, teamwork, and adaptability.

• Asset Skills & Experience:

  • Experience with PeopleSoft HCM/Financials, Google Suite and Adobe Acrobat Pro. 
  • Ability to update web content as needed.
  • Knowledge of the University of Alberta or a similar post-secondary institution.
  • Being bilingual in French and English (written and spoken) is an asset.

Why Join Us?

This is an exciting opportunity to support a dynamic senior leadership team in a diverse, challenging, and fast-paced environment. As the Executive Coordinator to the AVP, ShS, you will play a critical role in delivering strategic unit projects, supporting the AVP's office, and leading a dedicated administrative team on initiatives critical to the institution's operations.  If you are a detail-oriented professional who thrives in high-pressure situations, enjoys problem-solving, and leading a team in a department where change is seen as progress and initiative is valued, we would love to hear from you!