University of Alberta Looking for Executive Assistant at Edmonton, AB Full Time

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

This position offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location: Work primarily takes place at North Campus 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 First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department/Faculty Summary

The Faculty of Kinesiology, Sport, and Recreation is the premier choice for advanced study in the art and science of human movement. We offer 3 undergraduate degrees (BKin, BScKin and BARST) and 4 graduate degrees including a master of arts, master of science, master of coaching and a doctoral degree.

Position Summary

Provides a wide range of administrative support to the Dean of Faculty of Kinesiology, Sport, and Recreation. Generates specific actions without consultation based on an understanding of the Dean’s needs. Work typically has impact within the direct area and involves consultation with internal and external resources. Solves routine problems using University policy, procedure or process OR based on direction from the Dean. In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity. This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policy.

Duties

• Provides administrative support working under the general supervision of the Dean.
• Prepares minutes, emails, internal communications, agendas and other correspondence.
• Drafts agendas for meetings/committees in consultation with the leader.
• May act as recording secretary for area/program meetings.
• Compiles and summarizes information for inclusion in reports or presentation materials. Prepares charts, graphs or tables as necessary.
• Receives visitors, guests and dignitaries on behalf of the leader.
• Responds to inquiries and determines appropriate action required. Consults with the Administrative/Academic leader before responding to new or unfamiliar inquiries.
• Plans and schedules calendar(s) based on consultation with the Administrative/ Academic leader. Resolves calendaring conflicts.
• Ensures the leader has appropriate background/briefing materials for each meeting.
• Interacts with faculty, staff, and students and external partners. Contact requires the use of tact, discretion and judgement.
• Maintains shared Dean’s office records.
• Sends out surveys or information requests. Compiles submissions for review.
• Manage Dean’s travel and expenses.
• USRIs/FEC/ATSEC
• Coordinates evaluation of all Faculty teaching activity in accordance with University requirements.
• Coordinates meetings for FEC/ATSEC purposes (discuss annual reports, increment and promotion recommendations).
• Manages documents and communication with external assessors for tenure and promotion cases.
• Works with HR team; ensures all letters and documentation are prepared and received.
• Provides administrative support to the FEC/ATSEC process
• Maintains FEC/ATSEC documents and appropriate filing.
• Other duties as assigned by the Dean or FGM.

Minimum Qualifications

• High School Diploma required
• Degree or other post-secondary education preferred
• Work experience in a post-secondary education environment is preferred; equivalent combinations of education and experience will be considered
• Minimum 3 years of executive assistant experience required
• Strong commitment to maintaining all confidentiality/privacy requirements
• Office experience and strong working knowledge of Google Suite (Gmail, Google Docs, sheets, etc.) required
• Accuracy, attention to detail, and strong organizational skills required
• Ability to work in a dynamic fast paced environment required with the ability to multi-task and set priorities
• Strong initiative and problem solving skills required
• Flexibility in being able to work independently and as a team member required
• Familiarity with University of Alberta policy and procedures preferred
• Superior verbal and written communication, interpersonal and relationship-building skills; strong commitment to client service with a positive, professional approach
• Excellent judgment regarding when to act independently and when to consult with the appropriate leader
• This is an on campus position; flexibility for some remote work may be negotiated

How to Apply