University of Alberta

Executive Assistant

University Governance

Competition No.  -    S106536414
Posting Date  -    Jul 06, 2018
Closing Date  -    Jul 20, 2018
Position Type  -    Full Time - Operating Funded
Salary Range  -    $50,425 to $68,486 per year
Grade  -    08
Hours  -    35

This position is excluded from the Non-Academic Staff Association bargaining unit and offers a comprehensive benefits package which can be viewed at Faculty & Staff Benefits.  The University Governance office is located in the South Academic Building located on North Campus.

At the University of Alberta, the Board of Governors and the General Faculties Council are at the highest level of institutional governance, relying on effective structures, powerful instruments and time-honoured techniques to ensure that the University honours its mission, mandate, values and vision while complying with legislative requirements.  The University Governance Unit, under the direction of the University Secretary, is a team of bright, passionate individuals who are committed to providing collegial, professional service to each area of board, academic and judiciary governance, enabling all branches to govern the institution in a timely, effective and collaborative manner. 

Are you keen to make a difference and contribute in a meaningful way to support university governance in a post-secondary institution?

Engaging daily with professionalism, tact, and diplomacy, the Executive Assistant brings a wealth of progressive experience in senior leadership calendar management. The successful candidate will have excellent interpersonal and organizational skills to handle high volume and short time frame demands. To succeed in your pivotal role you are dynamic, creative, highly-organized, and possess superior time management skills with exceptional attention to detail and accuracy, particularly when working with the University Secretary, Senior Administrators and other governance stakeholders.

The Executive Assistant strives to ensure familiarity with current information technologies, document management systems, office administration and general bookkeeping processes to support the management of the Unit’s day-to-day operations. This position also provides lead-hand to the University Secretary and the Search and Review for the University President (on a five-year cycle).

Primary Duties

  • Provides efficient and effective executive support to the University Secretary by coordinating and managing the University Secretary’s calendar, preparing meeting materials in advance, following-up on action items and handling associated file records.
  • Receives, prioritizes, and prepares written and electronic communication for the University Secretary and the University Governance;
  • Provides effective support and coordination of the administrative responsibilities and processes within the University Governance unit
  • Serves as the initial contact for individuals (external and within the University) seeking information/assistance regarding University Governance
  • Coordinates itinerary details/run-of-event planning for ad-hoc and special initiatives undertaken by the University Secretary
  • Works independently and under the direction of the Manager, Governance Operations to plan, administer, and coordinate the Unit’s operational work-flow and systems in support of Board, academic and judiciary governance service
  • Leads the stewardship of the Unit’s records management system (including managing physical and electronic records) in its capacity as the official record holder for the University’s Corporate and Institutional Record
  • Creates and reconciles travel and expense claims, credit card expenditures, journal entries, special payments, and petty cash for all staff and for the Board Chair and Board members
  • Adheres to the financial and resource planning processes and reporting timelines by monitoring monthly program expenditures for payment transaction status, journal entries/transfers and account activity across all Unit speed codes
  • Accesses and maintains HR/personnel records (e.g. personal/contractual information for the staff within the Unit), using PS Smart Forms
  • Provides administrative support with respect to research and processing FOIPP requests as directed by the Unit’s FOIPP Liaison Officer
  • Administers logistical requirements of governance committees (includes creating and managing meeting records, arranging room bookings, catering and technical resources)
  • Coordinates practical changes for optimum functionality of the Governance office and meeting spaces (including enhancements, renovations, and maintenance) and office equipment (includes computers, monitors, printers, electronic devices, alarm systems, furniture) for the Unit


  • Post-secondary office administration/records management diploma; equivalent combinations of education and experience will be considered;
  • 5 years experience in a high pressure, deadline driven organization with responsibility to produce finished deliverables
  • Expert ability to comprehend, interpret and apply legislation including the Post-Secondary Learning Act and FOIPP
  • Strong interpersonal, communication and writing skills
  • Strong technical and analytical skills including:
    • Ability to anticipate, forecast, and plan
    • Creative skills and ability to identify and employ new technological applications to support change
    • Expert skills in use of the Microsoft Office Suite (Word, Excel, Access, Outlook, PowerPoint), Internet applications (eg, Google), Web updates and maintenance
    • Comfort with various content management systems including PeopleSoft , SharePoint and SiteCore
    • Administrative tool development skills
    • Broadly-based institutional/system knowledge.

Along with your resume, please submit a cover letter outlining your qualifications and demonstrating your passion for excellence. Initial review of resumes will begin after July 23, 2018, and interviews will be scheduled in early August.

How to Apply

Apply Online

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

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

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.