Executive Assistant

2 months ago

Edmonton, Canada University of Alberta Full time

**Internal Audit and Enterprise Risk Management**:

- Competition No.

**S100351460**
- Posting Date

**Jul 12, 2023**
- Closing Date

**Will remain open until filled.**
- Position Type

**Part Time - Operating Funded**
- Salary Range

**$23,605 to $31,870 (pro-rated) per year**
- Grade

**07**
- Hours

**17.5**

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

This position has a term length of 2 years from the date of hire and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

**Location** - Enterprise Square. This role is hybrid with a mix of remote and in-person.

**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.

**Working for the Department/Faculty
Internal Audit and Risk Management (IA&RM) executes audits, oversees the university’s enterprise risk management framework and conducts investigations into reports of fraud and irregularity. Through these activities we provide tools and insight to protect and enhance institutional value and improve decision-making in pursuit of institutional goals.

**Position**

Working with the Executive Director, Internal Audit and Enterprise Risk Management (IA/RM), the Executive Assistant completes core activities in the areas of scheduling, communications, events, human resources, and finance processing. Acting as first point of contact, this role initiates transactions, assists department members with navigating and understanding new processes, policies, and procedures and has responsibility to assist in resolving issues, removing barriers, and providing support in delivery of the department's objectives.

**Duties**
- Manages access to the Executive Director’s calendars/schedules, prioritizing meetings, events and other activities;
- Meets regularly with the Director to plan and schedule activities for upcoming meetings, committees, events, and projects.
- Tracks the Executive Director’s financial projects, events, deadlines, and other activities as needed.
- Organizes meetings on behalf of the area.
- Schedules and coordinates meetings, events and activities including scheduling rooms, organizing equipment, ordering catering and assembling materials.
- Provides administrative support for standing and special meetings. Coordinates documents and agendas. Anticipates and prepares supporting materials. Distributes meeting minutes.
- Acts as recording secretary for the Executive Director.
- Answers phones and fields general inquiries for the area, the program(s) or service(s). Serves as a resource for routine and general inquiries and procedures. (e.g. graduate program information, facility booking requests, booking of advisor/consultant appointments).
- Greets visitors to the area and routes them to the appropriate individual (e.g. Advisor, academic leader, consultant)
- Troubleshoots photocopier and phone issues; organizes service calls as required and maintains adequate levels of supplies for machines, including shredding services.
- Maintains inventory of office equipment and supplies.
- Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments.
- Provides guidance and assists users with the initiation of routine financial transactions. Escalates issues to the Staff Service Centre or assigned Financial Partner.
- Supports individuals moving through onboarding process by troubleshooting, coordinating access, directing to correct resources, guiding through process and responding to inquiries;
- Assists in preparation and follow-up with on and offboarding requests for new or departing staff members.
- Coordinates card access and door access to general office space, including after-hours access.
- Ensures signage is current and accurate for the area. Determines appropriate areas to display area identity items, arrange for mounting/display of items, and monitor ongoing condition of displays.
- Sets up office spaces for new staff/students. Assists with basic office/furniture relocations and reconfigurations. Performs minor furniture repair.
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