Executive Assistant

Competition 2186

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

This position offers a comprehensive benefits package.

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

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 of Biological Sciences

The Department of Biological Sciences is the largest department in the Faculty of Science. The administrative team provides day-to-day support for the Department Chair, as well as over 100 full time faculty members, adjuncts and professor’s emeriti, nearly 50 support staff, 250 graduate students and nearly 1800 undergraduate students. The department covers a wide-range of research areas including botany, entomology, paleontology, genetics and microbiology.

Position Summary

The Executive Assistant position formally reports to the Academic Department Manager with a dotted line reporting to the Department Chair. The Executive Assistant provides a wide range of administrative support to both the Department Chair and Academic Department Manager.

This position requires a high degree of acumen, integrity, tact, diplomacy, time-management skills, and the ability to work as part of a team. This position also requires an in-depth knowledge of the university environment, including university structure, governance, policies, and procedures. The incumbent must be able to work independently in terms of daily management of the office and also recognize the emergence of problems and issues that require the attention of the Chair and Academic Department Manager.

You might be the right fit if you are:

• Proactive and resourceful: Anticipates needs and finds solutions to challenges before they arise.
• Highly organized and detail-oriented: thrive on creating systems and staying on top of details.
• Personable: Proven ability to work in a team environment and build strong relationships at all levels of an organization. 

Duties 

• Chair Support – Manage the Chair’s schedule, coordinate meetings, prepare agendas and minutes, handle correspondence, and assist with travel and expense claims.
• Academic Department Manager Support – Provide administrative support, maintain schedules, and assist with general correspondence.
• Communications & Outreach – Manage departmental email, create newsletters, maintain web and social media content, coordinate seminar postings, and disseminate faculty/student communications.
• Faculty Evaluation Support – Advise on Faculty Evaluation Committee (FEC) and Academic Teaching Staff Evaluation Committee (ATSEC) procedures, collect and manage documentation for tenure and promotion cases, coordinate meetings, and ensure compliance with Faculty of Science policies.
• Academic Recruitment Coordination – Support the Chair in faculty recruitment, manage job postings, track applications, coordinate interviews and campus visits, and assist with immigration processes for international hires.
• Event Coordination – Organize departmental events, such as retreats, faculty celebrations, and guest lectures.
• Administrative Support – Provide backup for other administrative roles as needed. 

Minimum Qualifications

• Certificate or diploma in Office Administration with three to five years of experience as an Executive Assistant. A combination of education and experience may be considered.
• Strong organizational skills, detail-oriented and the ability to multitask.
• Proven leadership and teamwork skills.
• Ability to communicate clearly in both written and verbal formats.
• Excellent working knowledge and experience using Google Suite and MS Office, Cascade, Photoshop, and PeopleSoft.
• Ability to work independently and take initiative.
• Comfortable being flexible and adapting to changing deadlines.

Preferred Qualifications

• Knowledge of the U of A policies and procedures.
• Experience with the University of Alberta’s Faculty Evaluation Committee and Academic Teaching Staff Evaluation Committee processes is considered an asset.