Executive Assistant, Office of Advancement

3 weeks ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

The **Office of Advancement** is currently seeking a Full-time Regular **Executive Assistant.**

Reporting to the Director of Operations with an accountability to the Associate Vice-Presidents they support, the Executive Assistant is a strong ambassador for the Vice-President (Advancement) and the Advancement portfolio and is critical to the efficient and effective management of the workflow and schedules of members of the Advancement Leadership team (ADV-L). The Executive Assistant is responsible for facilitating the administration of the priorities and directions set by the Vice-President and the Advancement Leadership team and will be a primary point of communication and serves to facilitate leadership efforts within the unit, acting as a liaison and resource for all internal stakeholders from all levels of the institution as well as external stakeholders. The Executive Assistant's responsibilities are broadly delegated, providing executive support in the areas of communication, research, writing and project management.

**Position Description**

**Summary of Key Responsibilities** (job functions include but are not limited to):

- Acts as a liaison for the Vice-President and members of the Advancement Leadership team in making strategic calls, securing appointments and relationship building with business and community stakeholders as well as all levels of government.
- Management of financial responsibilities of the portfolio such as paying invoices, processing expense reports, and tracking expenses against project spend downs.
- Manages information and correspondence in the office, receives, sorts, and assigns a priority to all incoming information based on expert knowledge of priorities within the portfolio, and deals with items appropriately.
- Works closely with the other executive/administrative assistants to provide comprehensive support to the portfolio, works as an integral part of the team in the office, and initiates a unified and shared approach to work.
- Coordinates the planning of meetings and events, including scheduling, booking rooms and equipment, catering and making travel arrangements for participants if necessary.
- Directly supporting the portfolio in special projects and initiatives including interpretation of information, attending meetings as required.
- Assist with maintaining the Blackbaud CRM database to support the fund-raising activities of the Vice-President's portfolio, entering and interpreting contact reports. An awareness of the donor life cycle is necessary. (e.g.: identification, solicitation cultivation)
- Ensure all appropriate donor records are maintained within the guidelines of FOIP.
- Handling information on prospects and donors ethically, accurately and confidentially.
- Create gift and engagement acknowledgement correspondence to donors, alumni and other key community members.
- Ensure all stakeholders are provided with up-to-date information on key relationships.
- Manage flow of critical donor documentation (Gift Agreements, Terms of Reference, donor cheques, etc.) between the Advancement Office, donors and UCalgary leadership.
- Supports planning and implementation of donor stewardship and recognition events, including initiative launches, major gift recognition events, stewardship meetings and other cultivation or stewardship events as required
- Creates appropriate data and content for presentations, and collateral materials.
- Handles travel arrangements that are often changed, rearranged or cancelled.
- Works closely with the Executive Assistants and Coordinators in scheduling meetings with high profile donors/prospects. Ensures that these meetings are timely and include the appropriate participants.
- Critical to the role is the interaction between the Executive / Administrative Assistants across portfolios, to maintain the smooth and effective workflow between portfolios.
- Provide superior administrative support to Advancement leaders including the distribution of meeting packages and when required, provide assistance to the Director of Operations with recordings and drafting of minutes from meetings.
- Represents the Advancement executives in communication with all levels of faculty, support staff, and other clients, and interacts frequently and independently with senior administrative staff.
- Develop and maintain positive working relationships with University contacts and external stakeholders.
- Coordinate the onboarding process for new team members, liaising with all stakeholders to ensure required resources are in place.
- Act as the point of contact for all occupational health and safety matters for the units.

**Qualifications / Requirements**:

- A post-secondary certificate in office administration and 7 to 10 years experience, including a demonstrated ability to support senior level executives. A combination of education and experience will be considered
- Strong organizational, analytical, problem-solving and resea

  • Executive Assistant, Office of The Chancellor and

    1 month ago

    Calgary, Canada The University of Calgary Full time

    **Position Overview** The **Office of the Chancellor and Senate** is currently seeking a Full-time, Regular **Executive Assistant**. The Office of the Chancellor and Senate (OCS) is an integral part of the broader Community Engagement division. Reporting to the Associate Vice President, Community Engagement, OCS is a fast paced team tasked with supporting...

  • Executive Assistant

    1 day ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs) H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives! Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our...

  • Executive Assistant

    2 days ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs)H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives!Currently, we are in search of an experiencedExecutive Assistantto provide outstanding support to our President, our...

  • Executive Assistant

    15 hours ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs) H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives! Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our...

  • Executive Assistant

    1 day ago

    Calgary, Canada H&R Block Full time

    Position: Executive Assistant Location: Calgary, AB (hybrid work schedule – 3 days in the Calgary office – (Tuesday-Thursday). H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives! Currently, we are in search of an...

  • Executive Assistant

    1 day ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs) H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives! Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our...

  • Executive Assistant

    1 day ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs)H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives!Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our President,...

  • Executive Assistant

    1 day ago

    Calgary, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs)H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives!Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our President,...

  • Executive Assistant

    1 day ago

    Calgary, Alberta, Canada EightSix Network Inc Full time

    Executive Assistant to the President, Chairman & CEO Part Time / Full Time Executive Assistant to the President, Chairman & CEO Executive Assistant to the President, Chairman & CEO Confidential Company (name will be disclosed to selected candidates) Downtown Calgary Reporting to the General Manager, CEO Office, this strategic and senior-level Executive...

  • Executive Assistant Office Manager

    2 days ago

    Calgary, Canada EightSix Network Inc Full time

    Levvel is supporting our client to find a dynamic EA/Office Administrator for a full-time position, on-site, in Calgary, AB.The Executive Assistant /Office Manager provides full administrative support to all the back office and operational-focused teams in a fast-paced, mid-sized Calgary firm!Key Skills:You are a Go-To person for everything back-office! You...

  • Executive Assistant Office Manager

    1 day ago

    Calgary, Canada Levvel Inc. Full time

    Levvel is supporting our client to find a dynamic EA/Office Administrator for a full-time position, on-site, in Calgary, AB. The Executive Assistant /Office Manager provides full administrative support to all the back office and operational-focused teams in a fast-paced, mid-sized Calgary firm!Key Skills:You are a Go-To person for everything back-office! You...

  • Executive Assistant

    2 days ago

    Calgary, AB, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs) H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives! Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our...

  • Executive Assistant

    24 hours ago

    Calgary, AB, Canada H&R Block Canada Full time

    Executive Assistant Calgary, AB (Hybrid in-office, Tues, Wed, Thurs)H&R Block, the trailblazer in tax preparation, has been an unwavering support to millions of Canadians for over half a century. We truly make a difference in people’s lives!Currently, we are in search of an experienced Executive Assistant to provide outstanding support to our President,...

  • Executive Assistant

    3 days ago

    Calgary, Canada De Havilland Aircraft of Canada Limited Full time

    Executive Assistant Calgary, AB, Canada Req #762 Friday, May 17, 2024 De Havilland Aircraft of Canada Ltd. (‘DHC’) is a proudly Canadian aerospace company currently transitioning its corporate headquarters to Calgary, AB. DHC is undertaking a consolidation of its underlying subsidiary companies under a single brand currently offering engineering,...

  • Executive Assistant to Cfo

    4 weeks ago

    Calgary, Canada Fueling Brains & FB Academies Full time

    **Overview**: The EA is responsible for providing comprehensive support to the CFO’s Office, and Leadership team and managing the organization’s office operations, including working in-person with the CFO, Strategic Advisors and Cabinet members across the geographies. This dynamic position requires the ability to anticipate needs, think critically, and...

  • Executive Office Receptionist

    1 month ago

    Calgary, Canada SAIT Full time

    SAIT is a global leader in applied education and an institution that empowers employees to make a difference in the lives of our students. Building on more than a century of history, we are looking for innovative employees wanting to create a future with us. As part of our team, you are encouraged to be bold and inventive, bringing new ideas to the table....

  • Executive Assistant Office Manager

    2 days ago

    Calgary, AB, Canada Levvel Inc. Full time

    Levvel is supporting our client to find a dynamic EA/Office Administrator for a full-time position, on-site, in Calgary, AB. The Executive Assistant /Office Manager provides full administrative support to all the back office and operational-focused teams in a fast-paced, mid-sized Calgary firm! Key Skills: You are a Go-To person for everything...

  • Assistant- Executive

    5 days ago

    Calgary, Canada Western Coast Insurance Services Full time

    Truthfulness | Fairness | Value | Loyalty As one of Canada's largest insurance providers, Western has more than 220 locations across Canada. With over 2,100 team members, our actions are anchored in our Guiding Principles, Truthfulness, Fairness, Value, and Loyalty. We take care to deliver the right insurance solution every time so our customers can...

  • Executive Assistant to The President/ceo

    4 weeks ago

    Calgary, Canada ABCRC Full time

    **Executive Assistant to the President & CEO Job Description**: Reporting directly to the President & CEO (“President”), the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external clients on all matters pertaining to the Office of the...

  • Executive Assistant to the Dean, Faculty of Science

    7 days ago

    Calgary, Canada University of Calgary Full time

    Description The Dean's Office in the Faculty of Science is currently seeking a Full-time Regular Executive Assistant to the Dean.Reporting to the Dean, this position provides senior level administrative and advisory support to the Dean. This position requires an in-depth knowledge of University and Faculty policies and procedures as well as a comprehensive...