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Executive Assistant, Office of the Chancellor and Senate, University Relations

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Job ID: 15537

Updated: Yesterday

Location: Main Campus

Position Overview

The Office of the Chancellor and Senate within University Relations is currently seeking a Full-time Regular Executive Assistant .

The Office of the Chancellor and Senate (OCS) is an integral part of the broader University Relations division. Reporting to the Associate Vice President, Government and Community Engagement, OCS is a fast paced team tasked with supporting the Chancellor, Director of the Office of the Chancellor and Secretary to Senate, and UCalgary Senate.

The Executive Assistant is an integral part of the OCS team. The primary purpose of this is to support the Chancellor in all aspects of his/her role. The Executive Assistant reports to the Director, Office of the Chancellor and Secretary to Senate, with day-to-day direction from the Director and works collaboratively as part of a small office team who support the University Senate as well as the Chancellor. In addition to supporting the Chancellor and Director the incumbent will be required to take on various administrative, project or committee tasks.

The ability to work in a team environment with an open and consultative communications style, to act decisively and to exercise a high degree of initiative and good judgment while maintaining confidentiality are requirements of this position.

The ability to communicate with internal stakeholders at all levels of the institution as well as various external stakeholders is critical to the success of this position.

High work volume, strong need for accuracy, numerous deadlines and constant moderate stress are components of the job. Hours of work are standard; however some early morning, evening or weekend work are occasionally required. The impact of error is high as inaccurate advice or information has serious consequences for the reputation of the University. This position has frequent interaction with senior leadership and support staff, administrators and others, internally and externally, from post-secondary institutions, government and the general public.

The Executive Assistant deals with highly confidential materials and requires the ability to exercise excellent judgment and independent thought concerning the effective management of information, both internally and externally.

Working under minimal supervision, the Executive Assistant manages their own workload to meet firm deadlines. As well, the ability to work in an environment that is complex, changing and at times, stressful, and the ability to think and write clearly are mandatory. Problem solving, flexibility and attention to detail are necessary. This is a strong team environment. The incumbent must work collaboratively with other members of the OCS team and be willing to provide support as required.

Position Description

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

  • Provide support to the Chancellor and Director with booking travel, events, meetings, convocations (including Qatar), expenses, itineraries etc.
  • Support chancellor in Board of Governors and Board of Governors Executive committee work
  • Coordinate with Strategic Communications on all speaking notes and media requests
  • Effectively manage and provide support to the Chancellor and the Office ensuring that the day to day activities within the portfolio are completed in a timely, accurate and professional manner to support the effectiveness of the office
  • Strategically manage the calendar of the Chancellor, taking into account long term planning and anticipation of key events, along with strategic blocking of time for critical planning activities
  • Ensure the Chancellor is well informed regarding itineraries, venue, meeting participants, and work proactively to ensure that all supporting documentation is gathered in advance so that the they are well prepared at all times
  • Manage the entire compliance and disclosure of expenses process for the Chancellor which includes adherence to strict deadlines and prescribed processes with zero tolerance for errors
  • Administrative support around University Honours
  • Coordinate meetings, prepare agendas, take notes and follow up on action items on behalf of the Chancellor
  • Creation of presentations and documents
  • Deal with all communications in a professional and proficient manner at all times
  • Ensure information requests are handled appropriately with highly developed judgment and communication skills in a timely manner
  • Provide Senate Executive Committee support
  • Organize and maintain efficient organization of electronic and hard copy administrative files
  • Perform record keeping and reconciliation in compliance with policies and procedures
  • OCS Convocation assistant in November and June

Qualifications / Requirements:

  • Post-secondary education preferably in administration; a combination of education and experience will be considered
  • 5-7 years of experience in an administrative position working with a senior level leader/executive
  • Strong working knowledge of Microsoft Office (Outlook, Outlook Calendar, Word, PowerPoint and Excel) and have the ability to acquire a high-level understanding of the university business systems
  • Previous experience with D2L/Brightspace and Raisers Edge will be considered assets
  • Knowledge of PeopleSoft is preferred
  • Event management or execution experience an asset
  • A high degree of personal initiation and ability to take on leadership roles in key initiatives with minimal supervision
  • Exceptional customer service skills with a demonstrated ability to interact professionally with a wide range of internal and external contacts
  • Superior organizational skills with the ability to focus on multiple tasks effectively and efficiently with a high attention to detail and accuracy
  • Ability to work well under pressure, prioritize and meet deadlines
  • Good judgment, tact and diplomacy in dealing with others
  • Excellent written and verbal communication skills
  • Knowledge of the University environment is considered a strong asset

Application Deadline:  May 23, 2018

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.


Additional Information

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

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.


About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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