Executive Assistant – University of Alberta

Job Title: Executive Assistant

Location: Edmonton, AB

Job Description: DescriptionThis position is a part of the Non-Academic Staff Association (NASA).This position offers a comprehensive benefits package which can be viewed at: .Location – This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.Working at the University of AlbertaThe 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 First Peoples 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. .Working for the Alberta School of BusinessThe Alberta School of Business is one of the world’s leading institutions in business education and research and is the first and longest continually accredited business school in Canada. We’re positioned to help shape the future of business with over 140 tenured, tenure track faculty and full and part-time academic teaching staff members who are at the forefront of cutting-edge research and innovative teaching. With 3400 students in our undergraduate program and 950 students in our graduate programs (including 58 PhD students), we are dedicated to fostering a welcome and supportive environment where every student has the opportunity to thrive and reach their full potential. We equip our faculty and students with the latest insights and tools to ensure students receive a transformative learning experience that prepares them for success in a rapidly evolving business landscape.Since 1916, the innovative ideas, entrepreneurial spirit and leadership of the school’s more than 33,000 alumni have strengthened businesses and communities worldwide. We actively foster partnerships with local businesses, organizations and government agencies, allowing our students and faculty to address real-world challenges and contribute directly to the local and global economy. Our outreach programs extend beyond the classroom, empowering students to use their skills for the betterment of society.At the Alberta School of Business, you’ll be part of a dynamic and forward-thinking community that values collaboration, inclusivity and continuous growth, making it an exceptional place to contribute your talents and expertise.For more information about the school, please visit our website at: https://www.ualberta.ca/business.PositionReporting to the Associate Dean, the Executive Assistant (EA) provides a wide range of administrative support to the Associate Dean and administrative officers if the Master’s and Executive Education office. The work involves consultation with internal and external resources and often assumes a key role in ensuring the completion of projects and initiatives. With many competing demands and a heavy workload at times, the ability to work efficiently and prioritize tasks is crucial. The EA coordinates and manages the day-to-day activities of the Associate Dean. This position involves a high degree of independence, decision making and confidentiality. In all facets of this role, the position endeavours to integrate and advance the University’s commitments to equity, diversity and inclusivity. It interacts closely with external constituencies and presents a professional image of the office and school. This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policy. This role is hybrid with one work-from-home day per week if desired.DutiesDirect Support to the Associate Dean

• Screens, directs, and processes phone and electronic inquires for the Associate Dean.
• Prepares minutes, emails, internal communications, agendas and other correspondence.
• Receives visitors, guests and dignitaries on behalf of the leaders.
• Respond to inquiries and determine the appropriate action required.
• Plans and schedules calendar(s) based on consultation with the Associate Dean with an understanding of portfolio priorities, dependencies to deal with conflicts, responding to last-minute shifts in priorities, and emerging issues.
• Ensures Associate Dean has appropriate background/briefing materials for each meeting.
• Researches, compiles and summarizes information for inclusion in reports or presentation materials; prepares charts, graphs or tables as necessary.

General Administrative Support

• Provides administrative support working under the general supervision of the Administrative/Academic leaders.
• Coordinates documents and agendas; anticipates and prepares supporting materials; distribute meeting minutes.
• Prepares letters, emails, and other documents for the area; maintains area records.
• Creates and maintains spreadsheets and/or databases; prepares standard and ad-hoc reports for the area.
• Assist/manage area-specific processes or events (e.g. award submission, social event, etc.).
• Plans and schedules calendar(s) based on consultation with the Administrative/ Academic leaders; resolves calendaring conflicts.
• Prepares briefing materials for meetings and committees.
• Makes decisions on priorities based on own understanding of the areas and emergent issues.
• Prepares briefing materials for meetings and committees.
• Coordinates travel arrangements for area staff.
• Onboarding/off boarding of new staff; filling out arrival/departing sheets, space allocation, CCID setup, ONE card etc.

Financial Administration

• Initiates purchase requisitions, purchase orders and invoices through SupplyNet.
• Requests Credit Cards for new staff through the Staff Service Centre as required.
• Initiates travel and expense claims for leadership when required.
• Provides guidance and assists users with the initiation of routine financial transactions.
• Escalates issues to the Staff Service Centre or assigned Financial Partner.
• Identifies, troubleshoots, and resolves transactional issues; corrects errors.
• Initiates transactions in conjunction with associated finance and/or HR resources to make adjustments.
• Reconciles budget statements as appropriate.
• Monitors and records budget variances.
• Provides Associate Dean with updates and reports on financial balances/status.
• Review individual transactions and supporting documentation for accuracy, compliance to policy and appropriate authorizations.
• Performs credit card verifications and reconciliations.

Qualifications

• Office Administration Certificate; undergraduate degree preferred.
• 3-5 years of related experience in a large/complex organization.
• Proficiency in Microsoft Office and Google Applications; familiarity with project management software (e.g., Asana) and PeopleSoft an asset.
• Knowledge of university policies, procedures and programs an asset.
• Excellent communication and highly refined people skills with a proven ability to work with sensitive and confidential materials.
• Exceptional spelling, grammar, editorial, and proofreading skills.
• Demonstrated tact and diplomacy; strong commitment to confidentiality and professionalism.
• Experience in managing busy calendars and high-volume inbox.
• Exceptional work ethic and commitment to quality work.
• Flexibility and ability to take initiative and work without close supervision.
• Exceptional time management and organizational skills in order to prioritize and manage a diverse workload and to meet the high demands of the job, tight deadlines and competing demands in a challenging environment.
• Experience working with senior administration and executives.
• High attention to detail and excellent record-keeping abilities.
• Courteous, positive and professional.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.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.Note: This opportunity will be available until midnight December 30, 2024, Edmonton, Alberta local time.

Company Name: University of Alberta

Salary: $51821.52 – 70382.74 per year

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