Executive Assistant to the Provost

Opportunity

MacEwan University is seeking an experienced Executive Assistant for a full-time continuing opportunity with the Office of the Provost and Vice-President, Academic.

Located in the Executive Suite and reporting to the Senior Manager, you will provide senior-level administrative support and will coordinate various administrative activities within a complex and fast-paced work environment, working independently to anticipate the needs of executive leadership.

Key responsibilities include :

• Triaging information and issues, and briefing the executive leadership on key issues and events to ensure timely action;
• Managing the Provost's calendar and facilitating communications with stakeholders, including prioritizing and scheduling meetings, and coordinating availability with stakeholders;
• Acting as a key point person and resource within the Office for students, staff, faculty members, and visitors;
• Coordinating the daily administrative operations of the Office, which includes establishing and maintaining systems, organizational practices, processes, procedures, business guides, and workflow documents;
• Coordinating and administering programs and projects;
• Organizing events and meetings, including drafting agendas and briefing notes, booking spaces, attending and participating in leadership and committee meetings, keeping records of attendance, recording and distributing meeting minutes, and ensuring follow up on action items;
• Conducting research to prepare briefing notes, reports, communications, and other related materials;
• Coordinating recruitments, including booking interviews and conducting on-boarding, training, and off-boarding;
• Acting as the records coordinator for the Office, maintaining internal standards for records management and retention, responding to requests for information, and maintaining the security of the executive's records and files;
• Coordinating the Provost's involvement in governance activities, ensuring effective flow between academic and administrative governance;
• Drafting, editing, formatting and distributing correspondence, documents, reports, and presentations;
• Maintaining the intranet and public-facing website for the Office;
• Providing administrative support and coordination for the Deputy Provost's Office;
• Reconciling expenses, completing quarterly executive expense disclosures and investigating and resolving financial reporting discrepancies;
• Providing scheduling and calendar support for the Office; and
• Obtaining quotes for goods and services and liaising internally with accounts payable and externally with suppliers and vendors.

Skills

You will have :

• Strong communication skills;
• Exceptional attention to detail;
• The ability to foster and maintain positive collegial relationships with a variety of internal and external stakeholders;
• Excellent organizational and time management skills, with the ability to exercise initiative, work independently, and manage multiple priorities;
• Strong problem-solving skills, with the ability to analyze information and processes, and apply critical thinking skills, good judgment and discretion when handling confidential and sensitive information;
• Knowledge of FOIP and records retention practices and legislation;
• The ability to create effective processes and improve office systems; and
• Proficiency with Microsoft Office and Google suite applications.

Qualifications

• A minimum of a post-secondary diploma in Business Administration or a related field.
• Experience working in a post-secondary institution or a related public sector environment is preferred.
• An equivalent combination of education and experience may be considered.

Benefits

When you become part of the MacEwan University team, you will enjoy a competitive salary. Our total compensation package includes :

• Competitive base pay
• Generous vacation time
• Secure pension plan
• Flexible benefits package
• Continuous learning culture
• Opportunities for career growth
19 days ago