Executive Assistant to the Provost: A Strategic Partnership Opportunity

2 months ago

Edmonton, Alberta, Canada MacEwan University Full time
Job Summary

MacEwan University is seeking a highly skilled and experienced Executive Assistant to provide senior-level administrative support to the Provost and Vice-President, Academic. This is a full-time continuing opportunity in the Office of the Provost and Vice-President, Academic.

Key Responsibilities
  • Information Management and Briefing: Triaging information and issues, and briefing the executive leadership on key issues and events to ensure timely action.
  • Calendar Management and Stakeholder Engagement: Managing the Provost's calendar and facilitating communications with stakeholders, including prioritizing and scheduling meetings, and coordinating availability with stakeholders.
  • Office Operations and Administration: Coordinating the daily administrative operations of the Office, which includes establishing and maintaining systems, organizational practices, processes, procedures, business guides, and workflow documents.
  • Program and Project Coordination: Coordinating and administering programs and projects, including organizing events and meetings, 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.
  • Research and Reporting: Conducting research to prepare briefing notes, reports, communications, and other related materials.
  • Recruitment and Onboarding: Coordinating recruitments, including booking interviews and conducting on-boarding, training, and off-boarding.
  • Records Management and Security: 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.
  • Governance Support: Coordinating the Provost's involvement in governance activities, ensuring effective flow between academic and administrative governance.
  • Communication and Correspondence: Drafting, editing, formatting and distributing correspondence, documents, reports, and presentations.
  • Intranet and Website Management: Maintaining the intranet and public-facing website for the Office.
  • Administrative Support: Providing administrative support and coordination for the Deputy Provost's Office.
  • Financial Management: Reconciling expenses, completing quarterly executive expense disclosures and investigating and resolving financial reporting discrepancies.
  • Scheduling and Calendar Support: Providing scheduling and calendar support for the Office.
  • Procurement and Vendor Liaison: Obtaining quotes for goods and services and liaising internally with accounts payable and externally with suppliers and vendors.
Requirements
  • Education: A minimum of a post-secondary diploma in Business Administration or a related field.
  • Experience: Experience working in a post-secondary institution or a related public sector environment is preferred.
  • Equivalency: An equivalent combination of education and experience may be considered.
What We Offer
  • Competitive Salary
  • Generous Vacation Time
  • Secure Pension Plan
  • Flexible Benefits Package
  • Continuous Learning Culture
  • Opportunities for Career Growth

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