Executive Assistant to the Provost

3 weeks ago

Edmonton, Alberta, Canada MacEwan University Full time

Job Summary

MacEwan University is seeking an 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

  • Provide administrative support to the Provost, including managing the Provost's calendar, coordinating meetings, and facilitating communications with stakeholders.
  • Act as a key point person and resource within the Office, providing support to students, staff, faculty members, and visitors.
  • Coordinate the daily administrative operations of the Office, including establishing and maintaining systems, organizational practices, processes, procedures, business guides, and workflow documents.
  • Coordinate and administer programs and projects, including organizing events and meetings, drafting agendas and briefing notes, and ensuring follow-up on action items.
  • Conduct research to prepare briefing notes, reports, communications, and other related materials.
  • Coordinate recruitments, including booking interviews and conducting on-boarding, training, and off-boarding.
  • Act 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.
  • Coordinate the Provost's involvement in governance activities, ensuring effective flow between academic and administrative governance.
  • Draft, edit, format, and distribute correspondence, documents, reports, and presentations.
  • Maintain the intranet and public-facing website for the Office.
  • Provide administrative support and coordination for the Deputy Provost's Office.
  • Reconcile expenses, complete quarterly executive expense disclosures, and investigate and resolve financial reporting discrepancies.
  • Provide scheduling and calendar support for the Office.
  • Obtain quotes for goods and services and liaise internally with accounts payable and externally with suppliers and vendors.

Requirements

  • Post-secondary diploma in Business Administration or a related field.
  • Experience working in a post-secondary institution or a related public sector environment is preferred.
  • 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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