Executive Assistant, Office of the Provost and Vice-President (Academic)

Description

The Office of the Provost and Vice-President (Academic) is currently seeking a Full-time Limited Term Executive Assistant for approximately 2 years.

Executive Assistants in the Office of the Provost provide administrative support to multiple members of the Senior Leadership Team (SLT) who report to the Provost. This position will initially support the Vice-Provost, Indigenous Engagement, with the expectation that responsibilities will expand to include additional SLT members as the incumbent gains experience and as organizational needs evolve. The Executive Assistant provides senior level administrative support and assists in the function of the Provost Team. The incumbent will provide logistical support for various initiatives and committees as directed. Provides project coordination or support as required for initiatives aligned with the Provost's priorities.

In addition to the core qualifications required for all Executive Assistant roles, we are seeking a candidate who brings specific experience and knowledge relevant to the Office of Indigenous Engagement, including:

• Experience working with Indigenous Elders and/or Traditional Knowledge Keepers.
• Familiarity with, or experience in, Indigenous programs, communities, or organizations.
• Knowledge of the University of Calgary's Indigenous Strategy, ii' taa'poh'to'p, and the ability to support initiatives that align with its vision and goals.

Summary of Key Responsibilities (job functions include but are not limited to):

• Prepares a variety of documents, reports, and correspondence in an efficient, effective manner producing a product that is visually pleasing and error free in grammar, spelling, and composition;
• Provides support and consultation by organizing, prioritizing and responding as appropriate to specific requests and needs;
• Manages and schedules the calendar of the SLT to make optimal use of their time;
• Keeps the SLT well informed regarding agenda items, itinerary, venue, participants, and items for discussion. Works proactively to ensure all supporting information is gathered and the leaders are prepared for meetings and appointments;
• Maintains files for the SLT, archiving historical documents and ensuring the security and confidentiality of files;
• Meets regularly with the SLT to discuss upcoming priorities and planning;
• Exercises discretion and ensures the SLT are kept fully informed with regard to emerging issues of importance and sensitivity;
• Maintains an accurate contact database;
• Collaborates with other Executive Assistants within the Office of the Provost;
• Works with a high degree of independence and creativity;
• Is proactive in fulfilling tasks and developing processes;
• Works under pressure to ensure that deadlines and positive outcomes are achieved;
• Exercises excellent time management skills to ensure completion of all day-to-day activities;
• Is able to handle multiple issues/tasks seamlessly;
• Coordinates the planning of meetings and events, including scheduling, booking rooms and equipment, catering and making travel arrangements for participants when necessary.

Qualifications / Requirements:

• Undergraduate degree or diploma with senior administrative experience or an equivalent combination of education and experience;
• Significant administrative experience with emphasis on decision-making and highly developed organizational skills and the ability to anticipate needs, plan, organize, coordinate and perform work with little or no direction;
• Superior oral and written communication skills and excellent interpersonal skills in handling a range of situations, which may include complex, sensitive and confidential issues;
• An understanding of the University's foundational strategies and commitments including our commitment to Truth and Reconciliation, supported by our Indigenous Strategy, ii' taa'poh'to'p, as well as to the principles of equity, diversity, inclusion and accessibility.
• Demonstrated ability to include diverse perspectives and experiences, in order to build relationships and work effectively with diverse communities across a variety of settings;
• Demonstrated attention to detail;
• Cultural awareness and protocol knowledge is an asset;
• Excellent knowledge of the University core business systems, including PeopleSoft;
• Excellent working knowledge of the Microsoft Office Suite;
• Demonstrated professionalism, discretion, courtesy, and respect in all interactions with internal and external clients, creating a positive image for internationalization at this University;
• Strong team player;
• Ability to adjust work schedules to meet multiple demands and pressures;
• Data and file management experience with knowledge of the UCLASS system is an asset;
• Extensive knowledge of the policies and procedures at the University, including familiarity with our bi-cameral governance system is an asset;

Application Deadline: August 14, 2025

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is classified in the Operational and Administrative Support Career Band, Level 4 of the Management and Professional Staff Career Framework.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.