Executive Assistant
1 month ago
**Department** Faculty of Science - GlycoNet
**Salary range** $59,224.40 to $80,437.45 per year
**Hours per week** 40
**Grade** 8
**Posted date** April 9, 2024
**Closing date** April 23, 2024
**Position Type** Full Time - Trust Funded
**Description**:
This position is a part of the Non-Academic Staff Association (NASA).
This position has a term length of 2 years, with the possibility of extension, and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.
**Location**
This role is fully in-person 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.
**Working for GlycoNet**
Created in 2015, the Canadian Glycomics Network (GlycoNet) is a non-profit initiative hosted by the University of Alberta and funded by the federal Centres of Networks of Excellence (NCE) comprising of 190 research teams (estimated 600 students and staff) from 36 Canadian academic institutions bringing together researchers, industry, and academic partners to develop solutions to unmet health needs through the study of glycomics. GlycoNet funds research projects, develops strategic partnerships, enables technology translation, commercialization and company creation, and provides outstanding training to trainees.
**Position**
Reporting to the Research Financial Analyst and working closely with the CEO, the Executive Assistant provides comprehensive governance and administrative support to the CEO and Scientific Director, six GlycoNet administrative staff, Board of Directors, and GlycoNet committees, institutions, and investigators.
The Executive Assistant plans and schedules meetings, drafts communications, researches, compiles, and summarizes information, liaises between departments, assists with website and social media updates, and supports special projects including the Annual Scientific General Meeting and Annual International Symposium.
**Duties**
- Plan, schedule, and execute meetings and conferences according to GlycoNet by-laws (e.g. Board and Committee meetings, the corporate Annual General Meeting, and Canadian GlycoNet Symposium) including arranging for venues and catering, organizing travel for speakers, Directors, and Board and Committee members, setting up event, register guests, and completing travel and expenditure reimbursements.
- Create documents by extracting pertinent information from multiple sources, preparing charts, graphs, and tables.
- Ensure that Management has appropriate briefing materials for each meeting.
- Research and keep accurate record of GlycoNet staff, publications, mailing lists, and patents.
- Assist in preparation of outreach and promotion materials.
- Input data for travel and Expense Claims, Travel Advances, Professional Expense Allowance forms.
- In consultant with Management, prepare meeting agendas, review plans, and action items, researching and compiling information for inclusion in the meeting package.
**Minimum Qualifications**
- Office Administration Diploma
- 5 years related experience in a busy administrative office
- Experience supporting leaders at the executive level
- Experience dealing with boards and committees
- Excellent organizational and English language skills
- Excellent communication (oral and written), interpersonal and organizational skills
- Knowledge of business procedures
- Strong organizational, problem solving and time management skills
- Ability to build harmonious working relationships with clients, co-workers, and to interact with the public
- Knowledge of University rules and guidelines
- Ability to work independently with mínimal guidance
- Demonstrated ability to take initiative and perform duties independently
- Superior accuracy and attention to detail
**Preferred Qualifications**
- Experience in the use of database software
- Knowledge of these funding/granting agencies protocol, timelines, and structures
- Ability to speak and write in French
- Knowledge of PeopleSoft Financials
- Class 5 drivers license
We thank all applicants for their interest; however, only th
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