Executive Assistant

**Department** Finance, Procurement and Planning, Administration

**Posted date** March 4, 2025

**Closing date** March 11, 2025

**Position Type** Full Time - Operating Funded

**Description**:
This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded), this position has a comprehensive benefits package and an annual salary which will be commensurate with qualifications.

**Location** - This role is hybrid with a mix of remote and in-person work at North Campus Edmonton.

**Working at 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 FirstPeoples of Canada, whose presence continues to enrich our vibrant community._

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

**Working for Finance, Procurement, and Planning**

Finance, Procurement and Planning supports staff, faculty, suppliers and contractors with the daily work of financial management, procurement, insurance and much more.

**Position Summary**

Reporting to the Associate Vice-President (Finance, Procurement, and Planning) the Executive Assistant provides a wide range of administrative support to the AVP and the 5 departments within the portfolio.

This position requires a high degree of acumen, integrity, tact, diplomacy and time-management skills; the ability to work as part of a team; an in-depth knowledge of the university environment, including university structure, policies, and procedures. The incumbent must be able to work independently in terms of daily management of the office, and yet recognize the emergence of problems and issues that require the attention of the AVP.

You might be the right fit if you are:

- Proactive and Resourceful: anticipate needs and find solutions to challenges before they arise
- Highly Organized and Detail-Oriented: thrive on creating systems and staying on top of details
- Personable: proven ability to work within a team environment; build strong relationships at all levels of an organization

**Duties**
- Provide comprehensive administrative assistance to the AVP and FPP leadership team
- Coordinates the AVP’s calendar, meetings and travel
- Receives, prioritizes and prepares correspondence on behalf of the AVP and Directors in FPP
- Ensure the AVP is fully prepared and supported for meetings, events, and other engagements by means of coordinating briefing notes, documents, speaking notes, agendas, presentations, and meeting materials
- Act as a main point of contact between the AVP (FPP) and university senior leaders;
- Acts as the main unit representative on administrative and financial matters related to the portfolio, including HR process coordination, onboarding/offboarding, internal financial activities, web updates, matters related to building space including committees, equipment, supplies and issues, etc

**Qualifications**
- Certificate or diploma in Office Administration with 3-5 years Executive Assistant experience or High School Diploma with 10+ years relevant experience
- Strong organizational and multi-tasking ability
- Proven leadership and teamwork skills
- Excellent written and verbal communication skills
- Ability to track and monitor financial activities
- Strong MS Office and Google Suite skills
- Ability to work independently and take initiative, be flexible and ability to multitask
- Knowledge of the U of A policies and procedures

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

**Note**: This opportunity will be available until midnight March 11, 2025, Edmonton, Alberta local time.