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Executive Assistant, Office of Sustainability

Job ID: 24758
Location: Main Campus
Updated February 09, 2022

This job posting is no longer active.

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We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta.
The City of Calgary is also home to Métis Nation of Alberta, Districts 5 and 6.

Position Overview

The Office of Sustainability is currently seeking a Full-time Executive Assistant.

Reporting directly to the AVP, the Executive Assistant (EA) is accountable for the design, implementation, and direction of efficient and effective administrative systems and structures within the Office of Sustainability. As a Provost Team member, the EA builds consistency and continuity within the portfolio, between portfolios and institutionally and provides background and strategic advice to the AVP on issues and administration, governance, policies, and institutional focuses, ensuring the Office of Sustainability functions at the highest level of effectiveness.  The EA may act on behalf of the AVP, including written and oral correspondence with senior university representatives and external agencies. As such, the incumbent requires a high degree of professionalism, exemplary communication skills, and the ability to assess and solve problems with sound judgment. This position is expected to make key decisions and operate independently, with appropriate discretion.

This is a regular full-time position, 35 hours per week; however, the ability to work extended days and weekends, as required to meet critical deadlines, is expected.

Position Description

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

  • Strategically manages the calendar of the AVP (Sustainability), establishing scheduling priorities, taking into account long-term planning, anticipating key events, strategically blocking time for critical institutional planning activities and ensuring the use of the calendars is maximized to its fullest potential.
  • Ensures that the AVP is well informed regarding itineraries, venues, and meeting participants, works proactively to ensure that all supporting information is gathered and reviewed in advance so that the AVP is fully prepared.
  • Ensures that the AVP's action items are effectively prioritized and addressed promptly through direct action by the AVP or through acting on behalf of the AVP using appropriate discretion and strategic direction from the AVP.
  • Ensures that action items originating from the AVP are undertaken and completed in a timely fashion using effective project management practices and a solution-centric problem-solving approach.
  • Undertakes a diversity of projects to a timely completion working collaboratively on team projects and self-directed independent projects. Projects may require research and synthesis of complex data into reports for diverse audiences, including senior leadership and governance boards.
  • Proactively undertakes planning and management activities to support the Office of Sustainability management team in the effective and timely development, monitoring and reporting of annual portfolio performance priorities, budgeting, and other key management team accountabilities.
  • Periodically provides backfill support for other Executive Assistants, e.g. during absences and assists with administrative projects undertaken by the Executive Assistant team the Provost portfolios.
  • Proactive in communicating and sharing information with all appropriate constituencies and is able to make judgment calls based on experience.
  • Ensures that all written communications originating from the Office of Sustainability and on behalf of the AVP (Sustainability) demonstrate a high degree of professionalism.
  • Establishes and maintains collaborative and positive relationships with staff and other units on campus and diverse constituencies off campus, including private and public sector organizations, as well as local, provincial and federal agencies.
  • Ensures a high degree of confidentiality and demonstrates discretion, professionalism, and good judgment when dealing with sensitive matters.
  • Provides secretarial support to the AVP (Sustainability), including preparing agendas, minutes, scheduling strategic issues, and effective follow-up on action items.
  • Assists in preparing documents, reports, and presentations, including typing correspondence, document design, PowerPoint presentation design, visually compelling organization of key data, data gathering, and coordinating the distribution of supporting documentation as required.

 

Qualifications / Requirements:

  • University degree or relevant education with a minimum of 5 years of progressively responsible experience in a senior secretarial/administrative role.
  • Exemplary written communication skills and the ability to produce professional-quality, error-free, and visually effective documents.
  • Ability to undertake research and synthesize data into relevant briefing notes in a timely and effective manner.
  • Strong design sensibility and graphic capacity in the development of documents, PowerPoint presentations and reports.
  • Understanding of sustainability and desire to work in the field of sustainability.
  • Superior proficiency in Microsoft Office and the ability to quickly learn new software applications. 
  • Proficiency with PeopleSoft applications (eProcurement, invoicing, expense modules).
  • Excellent listening, oral communication and organizational skills with close attention to detail are essential.
  • Ability to work well under pressure, make decisions (both on behalf of the AVP and other matters), and demonstrate good judgment in a fast-paced environment with conflicting priorities, meeting internal and external deadlines.
  • Ability to act decisively and exercise a high degree of initiative and judgment, especially regarding protocol and management of the AVP's calendar.

Application Deadline:  January 13, 2022

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 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.

 

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 ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

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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