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Executive Assistant, Development Administration, Development and Alumni Engagement

Job ID: 17534

Updated: February 13, 2019

Location: Main Campus

Position Overview

Development and Alumni Engagement iis currently seeking a Full-time Regular Executive Assistant. 

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. The university has a clear strategic directio Eyes High. We aspire to be Canada's most entrepreneurial university in the country's most enterprising city. To this end, we've launched Energize: The Campaign for Eyes High, a $1.3 billion comprehensive fundraising campaign which promises to positively charge our campus community, our city and beyond through philanthropic support for student experiences that unleash potential; research outcomes that benefit society and community connections that strengthen our ties.

Reporting to the Director of Operations, and with an accountability to the Associate Vice-President, Campaign and Principal Gifts and also to members of the Development and Alumni Engagement Executive Leadership Team (DAELT), as a first point of contact, the Executive Assistant acts as a liaison in making strategic calls, securing appointments and relationship building with business and community stakeholders.  The Executive Assistant is a strong ambassador for the portfolio and is critical to the effective management of the day-to-day schedules of the Associate Vice-President and other members of DAELT.  The Executive Assistant also plays a significant role in the overall administration of the unit in order to deliver a superior level of service to internal and external stakeholders.  The work is highly interactive, including contacts with the internal university faculty, staff, students and Development Office, as well as donors, alumni, volunteers and business and community contacts.  Exceptional diplomacy, tact, organizational and communication skills are required.  The ability to manage priorities, multitask simultaneous priorities, work independently to tight deadlines, maintain confidentiality and deal effectively with overlapping and changing deadlines and priorities is required.

The position provides support to the portfolio of the Associate Vice-President of Campaign and Principal Gifts and the position requires knowledge of university-wide practices and the complexities of the University and its organizational structure.

As a member of the Development and Alumni Engagement team (DAE), the Executive Assistant deals with highly confidential materials, and requires the ability to exercise considerable discrimination, judgment and independent thought concerning the effective management of information, both internally and externally. The ability to communicate well 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, high need for accuracy, and numerous deadlines are components of the job.

Position Description

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

  • Acts as liaison for the Associate Vice-President and members of DAELT in making strategic calls, securing appointments and relationship building with business and community stakeholders as well as all levels of government
  • Manage the work flow and the smooth operation involved in coordinating the calendar and the day-to-day operational activities of the Associate Vice-President and members of DAELT
  • Assist with maintaining the Raisers Edge database to support the fund raising activities of the portfolio, entering and interpreting contact reports.  An awareness of the donor life cycle is necessary.  (e.g.:  identification, solicitation cultivation)
  • Ensure all appropriate donor records are maintained within the guidelines of FOIP
  • Handling information on prospects and donors ethically, accurately and confidentially
  • Create gift acknowledgement correspondence to donors
  • Ensure all stakeholders are provided with up to date information on key relationships
  • Manage flow of critical donor documentation (Gift Agreements, Terms of Reference, donor cheques, etc.) between the Development Office, donors and UCalgary leadership
  • Process donations and donor designations to support sound financial management of philanthropic gifts (e.g.:  completion of gift designation forms)
  • Supports planning and implementation of donor stewardship and recognition events, including initiative launches, major gift recognition events, stewardship meetings and other cultivation or stewardship events as required
  • Creates appropriate data and content for presentations, and collateral materials.
  • Handles a large volume of meetings requests via telephone, email or in person with great sensitivity and tact
  • Handles travel arrangements that are often changed, rearranged or cancelled.
  • Process expense accounts utilizing PeopleSoft
  • As required, works closely with the Principal Gifts team to schedule meetings with high profile donors/prospects.  Ensures that these meetings are timely and include the appropriate participants
  • As required, preparation of briefing notes for donor meetings
  • Critical to the role is the interaction between the executive assistants across portfolios to maintain the smooth and effective work flow between portfolios
  • Responsible for accounts payable processing and the reconciliation of month end financial reports
  • As required provide support for the DAELT meetings, including the distribution of meeting packages and when necessary, provide assistance to the Director with Operations with recordings and drafting of minutes from meetings
  • Ensures that meetings are scheduled in a timely manner and include the appropriate participants
  • Represents the Vice-President and DAELT members in communication with all levels of faculty, support staff, and other clients, and interacts frequently and independently with senior administrative staff
  • Use initiative and good judgment, and work in a cooperative, timely and efficient manner that is proactive in communicating and sharing information
  • Develop and maintain positive working relationships with University contacts and external stakeholders
  • Manage day-to-day administrative operations for the Office of the Associate Vice-President including coordination of team and one-on-one meetings.
  • Coordinate the onboarding process for new team members, liaising with all stakeholders to ensure required resources are in place
  • Provide support to the Associate Vice President with managing the American Friends of the University of Calgary. Familiarity with Roberts Rules is an asset
  • Act as the point of contact for all occupational health and safety matters for the unit
  • Work autonomously and effectively within the framework of the University of Calgary's policies and procedures


Qualifications / Requirements:

  • A degree in business or a related field is preferable; a combination of education and experience will be considered
  • Minimum 5 years experience in an administrative position working with a senior-level leader or an executive
  • Proven ability to work collaboratively with senior administrators and with team members from a variety of disciplines
  • Superior written and oral communication skills are required, and the candidate must have the ability to prepare reports and summaries, relevant documentation, communications and correspondence with accuracy and thoroughness
  • Experience managing the schedule of a senior leader or an executive
  • Strong interpersonal skills, with demonstrated professionalism, discretion, courtesy and respect in all interactions
  • Ability to act decisively and to exercise a high degree of initiative and judgment
  • Superior knowledge of Microsoft Office Applications (Word, Outlook, Excel, PowerPoint, SharePoint,) and have the ability to acquire a high-level of understanding of the university business systems (PeopleSoft)
  • Knowledge of University governance, organizational and committee structures, including the decision-making process and areas of jurisdiction within the University
  • Demonstrate ability to produce time-sensitive documents/correspondence within tight deadlines
  • Understands need for discretion with confidential materials
  • Demonstrated ability to work well independently; Able to discreetly handle confidential material
  • Experience in a post-secondary environment is an asset
  • Experience in a fund development office is an asset.  Knowledge in development practices and the processes and functions of the units within, also the systems utilized for day to day business; Raisers Edge, Net Community, Development Request System and SharePoint will be an asset
  • Able to work well under pressure, in an environment with daily deadlines
  • Superior organizational, research, analytical and time management skills
  • Working knowledge of Raisers Edge database is desired

Application Deadline:  February 25,  2019

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 and Administrative Support Career Band, Level 4 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. For more information visit Careers in the Development and Alumni Engagement

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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