Administrative Assistant, Office of the AVP

Join our newly developed Academic Quality and Operational Excellence (AQOE) team at NAIT and put your communication & organizational skills to work as the Administrative Assistant in the Office of the Associate Vice President (AVP).

As the Administrative Assistant, you'll provide senior administrative and analytical support to foster excellence in AQOE's operations. You will be the primary contact for the Associate Vice President’s office; work alongside the AQOE management team; and support the institution’s priorities and vision.

We are seeking an individual who is detail-oriented with excellent written and verbal communication skills. Reporting the Associate Vice president, this position is critical in advancing the work of AQOE by providing professional, effective and efficient support. This position also plays a pivotal role in supporting the institution’s Program Mix Committee through meeting and documentation preparation and follow up actions.

Key Responsibilities:

Executive Support:

• Provide high-level administrative support to the Associate Vice President, including managing complex calendars, regular communications, ongoing engagement initiatives and preparing progress reporting.
• Prepare, proofread, and edit documents, presentations, and reports for meetings, ensuring that all materials are clear, accurate, and polished.
• Prepare and manipulate data/text and perform functions such as formatting, editing, merging, and graphics.

Meeting and Committee Support:

• Provide comprehensive committee support, ensuring that the program Mix committee runs efficiently & effectively, including scheduling meetings, preparing agenda packages, and distributing communications and follow up, as well as preparing packages for the next level of approvals and further communications.
• Support the AVP in managing commitments with committee members, other shareholders, ensuring alignment and effective collaboration..

Communication and Liaison:

• Utilize strong communication skills to liaise effectively with internal and external stakeholders, including faculty, staff, students, external organizations, industry and government agencies.
• Assist in planning, coordinating, and monitoring AQOE projects and initiatives, ensuring all tasks are executed according to timelines and standards.
• Track deadlines, deliverables, and milestones, providing regular progress updates to the AVP and other stakeholders.

Administrative Management and budget administration:

• Coordinate travel arrangements, including booking flights, accommodation, meetings, and preparing itineraries.
• Support the department and office in preparing expenses and assisting with budget preparation and financial reports for AVP’s office.

Office Efficiency and Improvement:

• Identify and implement improvements to administrative processes, streamlining workflows to maximize efficiency in the AVP's office.
• Provide proactive administrative support and offer solutions for enhancing organizational effectiveness.

Skills & Abilities:

• Professional communication skills, both written and verbal
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, PowerBI) and familiarity with other office software or project management tools.
• Organizational skills with the ability to juggle multiple tasks, prioritize effectively, and meet deadlines.
• Ability to work independently, exercise sound judgment, and make decisions with minimal supervision.
• Experience in committee support, including preparing materials and following up on action items to ensure effective execution.
• High level of professionalism, discretion, and the ability to handle confidential and sensitive information with care.

Qualifications & Experience:

• College Diploma in Office/Executive/Business Administration or an equivalent combination of education and relevant experience; additional public relations, project management credentials are considered an asset.
• Five years of related work experience, including at least three (3) years of progressive experience meeting challenges and seeking resolutions, preferably in a post-secondary environment
• Ability to gather information, analyze, evaluate, formulate, and recommend the appropriate course of action

Applicants with education credentials earned outside of Canada should have their credentials evaluated by World Education Services or the International Qualifications Assessment Service (IQAS).

Why Join AQOE?

• People-first culture: In AQOE, we believe in putting our people first, supporting professional growth, and fostering an inclusive work environment.
• Collaborative & innovative environment: Be part of a forward-thinking portfolio that values new ideas and continuous improvement.
• Impactful work: Play a crucial role in shaping the student experience and academic operations at NAIT.

If you are an exceptional communicator, a collaborative colleague, and a people-centric professional with a passion for administrative excellence, we want to hear from you!

Remuneration: $52,303.42 - $68,325.92 annually, plus a comprehensive benefits package. (Classification – Administrative Support VI).

This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement.

Please submit a resume and cover letter to be considered for this opportunity.

About NAIT

We are proud to have been named one of Alberta’s Top Employers for 14 consecutive years. Being part of a community that makes a difference in the lives of students, staff, industry clients and partners, NAIT’s culture reflects our shared values of respect, collaboration, celebration, creativity, and accountability.

People are what make NAIT great, and we prioritize the employee experience. We offer benefits and unique perks focusing on health and wellness, work-life balance, recognition, and professional and personal growth. In addition to excellent vacation time, we offer paid time off between Christmas and New Year's.

NAIT supports a flexible work environment, enabling staff to request approval for on-campus, off-site, or hybrid work arrangements based on the nature of the role. Please note that remote positions require employees to reside within Canada.

NAIT is committed to fostering an environment that supports equity and cultivates inclusion through our Equity, Diversity, and Inclusion Strategy. We are a proud partner of the Canadian Centre for Diversity and Inclusion and Pride at Work Canada. While we encourage all qualified applicants to apply, only those being considered will be contacted. If you require any accommodations, please connect with us at [email protected].

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