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Executive Assistant, Administration
2 weeks ago
Why AUArts?
Alberta University of the Arts (AUArts) is situated on the ancestral land of the Siksikaitsitapi - Blackfoot Confederacy which includes the Siksika, Kainai, Piikani Nations and the shared territories of the Tsuut’ina Nation as well as the Iyarhe Nakoda-Stoney which includes Bearspaw, Chiniki, Good Stoney Nations and also the home of the Métis Nation of District 5 and 6. The City of Calgary has long been called Moh’kins’tsis by the Siksikaitsitapi, Guts’ists’i by the Tsuut’ina, and Wîchîspa by the Nakoda.
The Alberta University of the Arts is one of only four major art, craft and design focused Universities in Canada. Our internationally recognized programs and state-of-the-art facilities offer our 1,100 students a hands-on, studio-based education that leads to a Bachelor of Fine Arts, a Bachelor of Design, and an MFA in Craft Media. AUArts has deep roots in Calgary’s creative community and our alumni have had an impact on creativity around the world. Alberta University of the Arts will be celebrating its centennial in 2026.
Do you believe in the power of ideas, possibility, and in building community? AUArts is a community of thinkers, shapers, makers, and risk takers. We are students, faculty, staff, and alumni rich in diversity of culture and thought, challenged to fearlessly explore what moves us, drives us, and implores us to see the world differently.
The Opportunity
Competition #2526-AU-ET-06
Alberta University of the Arts (AUArts) is looking for Executive Assistant, Administration to support our Vice President, Finance and Operations.
This is a full-time temporary position starting October 2025 until on or before April 2027. Hours of work are 35 hours per week, 7 hours per day.
This position provides a full range of effective, efficient, and confidential administrative and professional support to the Vice President, Finance and Operations to manage and maintain a smooth flow of information and activities in and through the department and AUArts leadership.
The EA works closely with the EA, President and CEO to coordinate and liaise with AUArts leadership members and provide mature business process support and effective project management of portfolio priorities.
**Key Responsibilities**:
Office of the Vice President, Finance and Operations
- Manages information flow of the VP’s office, including receiving and distributing correspondence, and directing and answering queries.
- Maintains office filing system and manages institution wide records management system.
- Coordinates finances, assists with department budget preparation, tracking and monitoring.
- Coordinates with external stakeholders on university operations such as insurance program renewal and management, legal services, etc. Manages and maintains calendar and daily schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
- Ensures the timely update, monitoring and reporting of significant and ongoing portfolio operations and projects including, but not limited to, enterprise risk management, legislative compliance, audit implementation, capital budgets, and Cabinet updates.
- Initiates, or undertakes as required by the VP, research and analysis on studies, reviews, assessment of financial and operational matters impacting programs and services that require advice or input from VP.
- Initiates or provides support for the development and editing of policies, procedures, and administrative guidelines relevant to the Finance & Operations portfolio.
- Monitors all relevant FCS Procedures for required updates based on review schedules approved within Procedures and works with Departments for timely revisions as required.
General Administrative Support
- Provides ad-hoc administrative support to members of Cabinet such as calendar and meeting scheduling, purchase card reconciliation, and other administrative functions as required.
- Oversees administrative procedures and recommends changes as appropriate. Reads and analyzes submissions, letters, agendas, memos and determines significance, routing to appropriate personnel in a timely and efficient manner.
- Prepares reports, collects, and analyzes information; prepares presentations. Record meeting decisions and required actions in minute format.
- Perform filtering and sorting of data, V-lookup and other functions.
- Prepare executive responses to routine memos, letters, or correspondence.
- Provides back-up support to the Office of the President.
Meeting & Committee Administrative Support
- Provides administrative support to relevant AUArts committees and meetings. Coordinates and schedules all meetings, prepares and distribute agendas, and records official minutes:
- Leadership team;
- Budget Task Force;
- Student Fee consultation committee
**Competencies**:
AUArts has established five common competencies to promote unity of vision and action in the organization:
- Healthy Spaces
- Active Inclusion
- Creative Innovation
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