Executive Assistant to the College Associate Deans

Competition 2549

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

This position offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person. 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 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 College of Health Sciences

The College of Health Sciences brings together the combined strength of all our health sciences faculties and schools, enabling a new level of interdisciplinary health science research and teaching that advances the full spectrum of human health and wellness in individuals and communities around the world. It encompasses the faculties of Rehabilitation Medicine, School of Public Health, Pharmacy and Pharmaceutical Sciences, Nursing, Medicine & Dentistry, and Kinesiology, Sport, and Recreation.

Position Summary

Reporting to the General Manager, CHS, the Executive Assistant provides senior-level administrative and operational support to the CHS portfolio, specifically the Offices of Education and Research.  This includes executive committee and calendar support, liaising with senior leadership portfolios, monitoring various activities and priorities to ensure timely and effective follow-up. The executive assistant supports CHS-led events, such as workshops, conferences and academic initiatives.  This role requires excellent organizational and communication skills, tact, and a focus on solutions and the ability to work in a team environment.

Duties 

• Executive management of senior leaders’ calendars/schedules, prioritizing meetings, events and other activities.
• Coordinates meetings; includes compilation and distribution of meeting materials (agendas,  reports, and minutes/meeting notes); recording minutes/meeting notes and ensuring follow-up of action items; organizes all aspects of meetings, including venue, equipment, catering, etc.
• Evaluates, redirects, or responds to requests as appropriate and follows up to ensure that responses are completed.
• Drafts and/or generates routine communications; composes routine correspondence for signature.
• Prepares standard and ad-hoc reports for the CHS.
• HR and finance-related administrative tasks, including purchase orders, invoice processing, journal vouchers, and vendor payments, honorariums, one-time payments and reconciliation.
• Works in a team environment with other administrative staff within the CHS office, providing support and coverage when required.

Minimum Qualifications

• Office or Business Administration diploma.
• 3 years of increasingly responsible administrative experience.
• Ability to work with various platforms and software, including Google, MS, Zoom, Adobe, etc.
• Strong organizational skills, ability to prioritize and manage multiple priorities at the same time, and demonstrate strong attention to detail.
• Ability to monitor and track financial activities.
• Demonstrated ability to handle sensitive information with discretion and integrity.

Preferred Qualifications

• Experience working in an academic environment is an asset.
• Experience supporting senior executives is an asset.