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Executive Assistant
University of Alberta. Manage access to the Executive Director’s calendars and schedules, prioritizing meetings, events, and activities .
About the role
Key responsibilities & impact- Manage access to the Executive Director’s calendars and schedules, prioritizing meetings, events, and activities
- Plan and schedule activities for meetings, committees, events, and projects
- Track financial projects, events, deadlines, and other activities
- Organize and coordinate meetings, events, and activities, including rooms, equipment, catering, and materials
- Provide administrative support for standing and special meetings
- Coordinate documents and agendas, prepare supporting materials, and distribute meeting minutes
- Act as recording secretary for the Executive Director
- Answer phones, field general inquiries, and serve as a resource for routine procedures
- Greet visitors and route them to appropriate personnel
- Manage general, central, and program email accounts
- Troubleshoot photocopier and phone issues and maintain office supplies and equipment inventories
- Draft routine communications and proofread and reformat documents
- Initiate purchase requisitions, purchase orders, invoices, and vendor payments through SupplyNet
- Assist users with routine financial transactions and escalate issues as appropriate
- Support onboarding, offboarding, access coordination, and process inquiries
- Coordinate card and door access, including after-hours access
- Maintain signage and office identity displays
- Set up office spaces and assist with furniture relocations and reconfigurations
- Perform minor furniture repairs
Requirements
What you’ll need- High school diploma
- Advanced capability with MS Office Suite, Google Suite, and PeopleSoft systems
- Ability to strategize and develop creative and efficient solutions
- Proven multitasking, administrative, organizational, and time management skills
- Ability to work on own initiative with minimal supervision and direction
- Exceptional attention to detail
- Proven proactive self-starter
- Commitment to ongoing training in administrative and technical skills
- Ability to apply and adhere to strict confidentiality guidelines, ATIA and POPA, and records management protocols
- Knowledge of the University of Alberta’s policies and procedures would be considered an asset
- Resume and cover letter required
Benefits
Comp & perks- Comprehensive benefits package
- Annual salary commensurate with qualifications
- Hybrid work arrangement with remote and in-person work
- One-year term position