Executive Operations Coordinator

2 weeks ago

Edmonton, Canada University of Alberta Full time

**PRES/GOV President's Office**:

- Competition No.

**S106249343**
- Posting Date

**Jan 13, 2023**
- Closing Date

**Jan 27, 2023**
- Position Type

**Full Time - Operating Funded**
- Salary Range

**$55,212 to $75,685 per year**
- Grade

**09**
- Hours

**35**

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.

**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 University of Alberta President’s Office is currently seeking a highly organized, motivated individual to fill the role of Executive Operations Coordinator. The successful incumbent will utilize a strong foundation in project management with strong organization and communications skills to provide professional administrative support to the Operations Lead Chief of Staff of the Office of the Preside and the President. This position is responsible for and manages direct correspondence from the President, local oversight of financial reconciliation, booking domestic and international travel for the President managing the Presidential Residence and day to day operations of the office.

This position also takes on special projects, as required by the President’s Office/President, as various initiatives are undertaken. This includes consulting with various university departments and external stakeholders to achieve specific goals for the President’s Office and the President. With new initiatives and with daily tasking, this position has significant interaction with internal and external service providers, high profile community members (including donors and alumni), executive leadership within the University (PEC, Board and Senate Members), support staff within senior leadership portfolios, shared services and units across campus.

**Responsibilities Include**:

- Responsible for the day-to-day administration functions of the office.
- Coordinates communications management with appropriate staff and units within requesting units.
- Provides guidance and assistance on general inquiries from internal and external communities in regards to securing the President’s signature on documents and participation in messages for a variety of purposes.
- Responsible for the preparation of correspondence for the President. The task requires both the drafting of correspondence as well as proofreading, editing, and formatting correspondence written by others for final signature by the President.
- Works with the Operations Lead to proactively identify opportunities for the President to reach out to various individual stakeholder groups through writing in congratulations, or condolence.
- Manage immediate needs of the Office of the President, and the President, regarding tracking and reconciling of financial transactions and day-to-day activities.
- Reconcile and track office expenses through purchasing cards and Diner cards on a monthly basis.
- Works with the Operations Lead on specific project assignments and seeks clarification as required.
- Works with university partners on special events and activities for the president.
- Leverages extensive contacts and relationships across campus to solve problems, gather data and ensure projects and initiatives are successful.

**To be successful in this position, the incumbent will possess the following skills and experience**:

- Post-Secondary diploma or degree is preferred - education and experience equivalencies will be considered
- Experience in a senior administrative support position with focus on, strong writing and communications skills, project management
- Considerable experience managing a budget and implementing financial and administrative processes
- Familiar with the University’s policies and procedures
- Ability to work in a fast-pace environment
- Strong technical aptitude and proficiency in a Microsoft Office and Google suite environments
- Excellent writing, communication, interpersonal, organization and time management

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