Executive Program Assistant

University of Alberta

. Manage the Principal Investigator’s calendar and prioritize meetings and commitments .

Posted 10/28/2026full-timeEdmonton • CanadaMid-LevelSenior💰 CA$52,362 - CA$70,697 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong administrative capabilities with expertise in calendar management, correspondence drafting, and meeting coordination. Proficient in managing confidential information and supporting multidisciplinary teams in an academic or research environment.

Highest-signal resume keywords

Executive-Level SupportCalendar ManagementResearch AdministrationGoogle Workspace ProficiencyConfidential Information Handling

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementCorrespondence DraftingMeeting CoordinationFinance ProcessesHR ProcessesRecording Secretary SupportBudget TrackingDocument ProofreadingReport PreparationTemplate Creation

Soft Skills

Organizational SkillsProblem-Solving SkillsAttention to DetailDiscretionCommunication Skills

Tools & Technologies

Google WorkspaceMicrosoft OfficeZoomSupplyNetWebsite Content Management Systems

Industry Keywords

Research AdministrationFederal Research Funding RulesAcademic SettingCommunity EngagementHealth and Safety Responsibilities

About the role

Key responsibilities & impact

Manage the Principal Investigator’s calendar and prioritize meetings and commitments
Screen, direct and process phone, email and in-person inquiries to the Principal Investigator
Draft correspondence, briefing notes and meeting materials; proofread and format documents, reports and presentations
Coordinate travel arrangements and initiate travel and expense claims
Handle confidential personnel, committee, partner and unpublished research information
Serve as recording secretary to standing committees; schedule meetings, coordinate agendas, prepare materials, record minutes, and distribute decisions and action items
Maintain decision and action logs, terms of reference, membership lists and governance records
Support in-person, hybrid and virtual meetings, including videoconferencing setup
Act as the program’s first point of contact and direct inquiries appropriately
Maintain shared drives, filing systems, contact databases and program calendars
Track milestones, deliverables, trainees and performance indicators using spreadsheets and databases
Prepare standard, ad-hoc, annual and mid-term sponsor reports
Coordinate onboarding logistics for program staff and trainees
Create and update templates, walkthrough documents and forms
Initiate purchase requisitions, purchase orders, invoices, vendor payments and routine HR transactions
Review transactions for accuracy, eligibility, authorization and policy compliance
Track program expenditures against the approved budget
Support meetings, workshops, the annual research symposium, community and outreach events
Maintain the program website and create, upload and update content
Prepare and distribute program communications, newsletters and notices
Promote the University’s Access, Community and Belonging commitments and health, safety and environment responsibilities

Requirements

What you’ll need

Diploma in business or office administration or a related field, or an equivalent combination of education and experience
Minimum of three years of progressively responsible administrative experience
Experience providing executive-level support, including calendar and correspondence management
Experience with finance and HR processes
Experience providing recording-secretary support to committees
Experience in an academic or research setting is preferred
Knowledge of research administration and federal research funding rules is an asset
Advanced proficiency with Google Workspace, Microsoft Office, and Zoom
Experience with SupplyNet, University finance and HR systems, or website content management systems is an asset
Excellent written and oral communication, organizational and problem-solving skills
High level of accuracy and attention to detail
Demonstrated discretion in handling confidential information
Ability to work effectively with multidisciplinary, multi-institutional and international groups, and with community and patient partners
Ability to submit a resume and cover letter
Must comply with applicable University and sponsor policies

Benefits

Comp & perks

Comprehensive benefits package
Hybrid work arrangement with remote and in-person work
Collective agreement coverage under NASA terms and conditions
Accessibility accommodations during the interview process