Executive Assistant, Facilities Management

**Job Description**:
**About the Department of Facilities Management**:
Facilities Management plays a critical role in shaping and maintaining the physical environment at Mount Royal University. We are responsible for the planning, development, construction, design, operation, maintenance, safety, and stewardship of all buildings, infrastructure, sites, and services within the campus community. Our mission is to ensure efficient, environmentally sustainable operations that support and enhance academic spaces for students and staff.

Facilities Management is actively engaged in managing and delivering major capital projects that advance Mount Royal’s infrastructure goals. From planning and design to construction and completion, our team oversees these transformative projects, ensuring they align with institutional priorities, meet budget and schedule expectations, and reflect a commitment to sustainability and innovation.

**About the Role**:
As a vital member of the management team, the Executive Assistant reports directly to the Associate Vice-President (AVP) of Facilities Management. The EA is essential to maintaining the efficient operation of both capital and operational projects within the Facilities Management department, proactively managing organizational matters to support the department’s success.

The Executive Assistant works independently with mínimal supervision, managing the AVP’s schedule and overseeing highly confidential information, documents, and meetings. This role demands exceptional organizational skills and unwavering discretion in handling sensitive matters. By exercising sound judgment, the Executive Assistant ensures the seamless management of operations and the efficient flow of information to support the AVP.

Key responsibilities include scheduling and coordinating meetings, capturing and distributing accurate meeting minutes, and maintaining comprehensive project documentation. The incumbent also tracks project progress and milestones, facilitating effective communication with team members and stakeholders to ensure the smooth delivery of administrative and project support. The EA may attend committee meetings with the AVP, or other senior FM leadership, or represent them as needed, taking necessary actions to support the committees’ objectives. This role works collaboratively with all members of the Facilities Management team to promote an inclusive and supportive work environment.

This position plays a pivotal role in ensuring that Facilities Management’s operations and projects run seamlessly and efficiently, contributing to the department’s overall success.

This position is a full - time position.

**Responsibility 1 (50%): Support for the Office of the Associate Vice-President, Facilities Management**:

- Assist in preparing documents, reports, and presentations, including typing correspondence, organizing data, and coordinating the distribution of supporting materials.
- Ensure the AVP is well-informed about itineraries, venues, and meeting participants, gathering all necessary information in advance for full preparation.
- Ensure action items originating from the AVP are completed in a timely manner.
- Ensure university equipment, workspaces, and tools are used properly, maintained in safe working order, and cost-effective.
- Enter and complete travel claims and expense reimbursements in a timely manner, in compliance with MRU policies and procedures.
- Handle all communication professionally and proficiently.
- Maintain positive working relationships with internal and external clients.
- Ensure confidentiality, demonstrating discretion, professionalism, and good judgment in handling sensitive matters.
- Prepare meeting agendas and take accurate minutes during meetings, communicate direction in absence of AVP attending (at AVP’s request).
- Handle confidential documents, correspondence, and information with discretion.
- Serve as the primary point of contact for inquiries directed to the AVP, prioritizing and redirecting as needed.
- Support strategic initiatives by tracking action items and following up on deadlines.
- Provide some administrative support to the Director of Planning and Project Delivery, Director of Building Operations, and Advisor for Major Capital Projects as needed.

***Responsibility 2 (50%): Project Support**:

- Coordinate scheduling for meetings, including Steering Committee, Operations Team, and Project User Group sessions, ensuring all participants are informed and prepared.
- Organize project-related events such as working sessions and information sessions, including managing catering arrangements.
- Oversee document management, including contracts, meeting minutes, and other project-related records, ensuring accuracy and accessibility.
- Assist with administrative tasks related to strategic planning documents, initiatives, and stakeholder communication.
- Track payment information and maintain accurate financial documentation to support pro