Executive Coordinator

Competition 2457

This competition is restricted to internal applicants of the University of Alberta. Please log in to verify your internal candidate status.

This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded), this position has a comprehensive benefits package and an annual salary which will be commensurate with qualifications.

Location - Work primarily takes place 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 First Peoples 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 Vice-President, International and Enterprise (VPIE)

The Vice-President, International and Enterprise (VPIE) unit at the University of Alberta is a strategic portfolio established to advance the university's global engagement and industry partnerships. The VPIE integrates the Strategic Partnerships Office and the Global Engagement team, aiming to enhance the university's international profile and foster collaborations that support its academic mission.

Position

This position reports to the Vice-President (International & Enterprise) and is supervised by the Chief of Staff. In collaboration with the Chief of Staff, the Executive Coordinator provides comprehensive support to the Vice President (International & Enterprise) in administrative, research and academic capacities. In this role, the incumbent has access to the VP’s incoming and outgoing email communications. A key responsibility of the incumbent is managing the calendar for the Vice President, which requires working independently to schedule appointments and make decisions regarding attendance at meetings, general allocation of time, and critical last-minute changes. Understanding the Vice President's preferences and being aware of key issues for the portfolio is pivotal to this position.

This position works independently and requires judgment, common sense, and an ability to work under very challenging time constraints and conditions due to the many priorities and issues within the portfolio and the broader University. The number of changes and the volatility of the Vice President's calendar cannot be overstated. The incumbent works with a variety of stakeholders, both national and international, such as senior government officials, CEOs of corporations and industry and ambassadors, and management of the calendar involves superior knowledge, patience and commitment to ensure the Vice President is scheduled to make the most effective and efficient use of their time.

Duties

Executive Support & Calendar Management

• Manages the Vice-President’s electronic calendar, exercising judgment to prioritize requests, resolve conflicts, and ensure optimal use of the Vice-President’s time.
• Coordinates and monitors scheduling in collaboration with other administrators within the portfolio to ensure alignment across the International & Enterprise senior leadership team.
• Prepares the Vice-President for all meetings by compiling relevant briefing materials, agendas, and documentation.
• Coordinates domestic and international travel arrangements, including booking flights, hotels, visas, and preparing itineraries.
• Processes travel and business expense claims in accordance with university policy.
• Provides comprehensive executive administrative support, ensuring seamless day-to-day operations for the Vice-President.
• Provides backup coverage for Executive Assistant roles in the office, ensuring continuity during absences or high-volume periods.

Communications & Information Management

• Acts as the first point of contact for the Vice-President (walk-in, phone, and email), triaging a wide range of inquiries with discretion and professionalism.
• Responds to routine and confidential inquiries and ensures timely and accurate dissemination of information to internal and external stakeholders.
• Receives and prioritizes all incoming correspondence for the Vice-President, independently determining when immediate action, delegation, or consultation is required.
• Composes letters, memos, and emails both on own initiative and under instruction, maintaining high standards of professionalism and confidentiality.
• Follows issues through from initiation to resolution, ensuring that actions are tracked and completed by appropriate individuals.
• Maintains effective records and document management systems, ensuring accessibility and compliance with institutional protocols.

Office & Relationship Coordination

• Works collaboratively with other staff in the Office of the Vice-President (International & Enterprise) to ensure smooth and efficient internal operations.
• Builds and maintains strong working relationships with colleagues across the institution, including executive offices, faculties, departments, and service units.
• Supports the Chief of Staff in identifying, tracking, and advancing matters requiring attention from the Vice-President or other senior stakeholders.
• Initiates and coordinates special projects or office initiatives that involve multiple stakeholders or units within the university or with external partners.

Committee & Event Support

• Coordinates administrative and logistical support for internal and external committees chaired or convened by the Vice-President or designate.
• Works with designated administrative or resource personnel to ensure committee materials are prepared and distributed in a timely manner.
• Plans and executes logistics for events, receptions, and meetings hosted or sponsored by the Office of the Vice-President, including managing RSVPs, room bookings, catering, and presentation materials.

Leadership, Collaboration, and Representation

• Serves as a professional ambassador of the Office of the Vice-President (International & Enterprise), promoting a culture of service excellence and discretion.
• Provides leadership in fostering a positive and collegial team environment within the office.
• Supports an inclusive and respectful workplace through collaboration, responsiveness, and attention to relationship-building.
• Maintains a high level of situational awareness of office priorities and upcoming issues, contributing proactively to planning and coordination efforts.
• Performs other related duties as assigned to support the strategic and operational goals of the Vice-President’s Office.

Qualifications

• Post-secondary diploma in Business or Office Administration preferred; equivalent combinations of education and experience will be considered.
• Extensive related experience (5+ years) in a senior administrative support position, preferably in a post-secondary environment.
• Excellent interpersonal skills.
• Ability to work with sensitive and confidential materials.
• Excellent organizational and time management skills.
• Proficiency with Microsoft Office programs (including Word, Excel, PowerPoint, and Outlook).
• Knowledge of Google and Google Docs is an asset.
• Knowledge of the University of Alberta, its governing system and academic/research priorities is preferred.
• Demonstrated ability to take initiative.
• Demonstrated careful attention to detail and accuracy.