Description
We are seeking a dynamic and forward-thinking Regular Full-time Executive Assistant to support the Associate Vice President, People and Culture. This is not your traditional assistant role - we are seeking a highly skilled professional who excels at the intersection of executive-level support, office operations, project management, and strategic coordination. You are known as someone who gets things done, keeps the big picture in mind, and ensures everything runs smoothly behind the scenes.
You will serve as the central hub of coordination for the AVP's office, managing schedules, priorities, and cross-functional activities while also taking initiative to drive progress on projects and AVP priorities. With strong emotional intelligence, business and political acumen, excellent judgment, and attention to detail, you will work seamlessly with key partners across the university, including other Executive and Senior Leadership Team offices and portfolios.
Key Responsibilities
Executive & Operational Support
- Proactively manage the AVP's calendar, email flow, and commitments by anticipating needs, resolving scheduling conflicts, and aligning priorities with key institutional and People and Culture (P&C) initiatives. Act as a strategic partner in organizing time effectively to balance meetings, planning, and project work.
- Serve as the trusted gatekeeper and primary point of contact for the AVP, People and Culture, handling inquiries with professionalism, tact, and sound judgment. Represent the AVP's office in a manner that reflects institutional values and ensures timely, accurate communication with internal and external stakeholders.
- Oversee day-to-day operations of the AVP's office, maintaining smooth workflow across multiple communication channels, document review, approvals, and record-keeping. Implement systems that enhance efficiency and ensure accessibility to key materials and information.
- Prepare and edit polished, high-impact presentations, reports, and briefing materials using a variety of digital tools. Tailor content and messaging to different audiences, including university leadership, committees, and governing bodies, while ensuring brand and tone alignment.
- Track and drive forward action items, deliverables, and priorities related to the AVP's portfolio. Follow up with internal teams, monitor deadlines, and apply a proactive lens to identifying issues or opportunities that need the AVP's attention.
- Coordinate regular People and Culture leadership team meetings, including drafting agendas aligned with AVP goals and deliverables, preparing briefing notes, scheduling presenters, managing meeting logistics, and capturing clear, actionable minutes. Monitor follow-up items to ensure decisions are acted upon and progress is tracked.
Project Management & Coordination
- Coordinate multiple concurrent initiatives and projects led or sponsored by the AVP, ensuring all components are organized, tracked, and aligned with the broader goals of the People and Culture portfolio.
- Liaise with team leads, subject matter experts, and executive assistants across People and Culture and other University of Calgary offices to foster collaboration, alignment, and information flow. Act as a connector between teams to ensure operational consistency, manage dependencies, and anticipate resource needs.
- Monitor project and initiative timelines, milestones, and deliverables, proactively identifying risks or delays, and taking initiative to resolve bottlenecks or escalate as needed. Use project tracking tools or dashboards to keep stakeholders informed and accountable.
- Track and report on the status of key initiatives, synthesizing updates and insights into briefings for the AVP and senior leadership. Ensure updates are accurate, timely, and aligned with institutional priorities, and provide analysis or recommendations where appropriate.
Systems, Budget & Administrative Tools
- Leverage digital platforms and productivity tools (e.g., Microsoft 365, SharePoint, Teams) to streamline workflows, enhance document sharing, and improve collaboration across teams. Champion the use of technology to improve efficiency in the daily operations of the AVP's office.
- Support budget tracking, reconciliation, and reporting in close partnership with the Finance Partner. Monitor expenditures, prepare monthly summaries, flag variances, and assist with forecasting. Ensure financial activities align with institutional guidelines and reporting cycles and maintain accurate digital records to support audit and planning processes.
- Lead and support continuous improvement initiatives aimed at optimizing the operations of the AVP's office and the People and Culture portfolio. Review administrative processes, identify inefficiencies, propose improvements, and help implement solutions that enhance service delivery, responsiveness, and alignment with AVP goals.
Governance
- Provide support for Board of Governors-related materials by coordinating the timely preparation, formatting, review, and submission of documents aligned with Board cycles and institutional standards. Ensure materials are well-organized, accurate, and presented in a clear format appropriate for executive audiences. Track key deadlines and maintain a calendar of Board deliverables, ensuring the AVP and team are prepared well in advance.
- Coordinate the preparation and submission of executive-level documents, including reports, briefings, and presentations. Collaborate with key partners across the People and Culture and the University to gather content, refine messaging, and ensure alignment with institutional priorities.
Qualifications
- Post-secondary education in business administration, office management, public administration, or related field is required.
- 5-7 years of progressively responsible experience in executive support, office operations, or strategic coordination roles, preferably supporting senior leadership in a fast-paced, complex environment. Experience managing competing priorities and coordinating multiple stakeholders is essential.
- Demonstrated project management skills, with the ability to independently lead and coordinate initiatives from concept to completion under tight timelines. Proven experience managing deliverables, tracking milestones, and ensuring follow-through on action items.
- Advanced proficiency with digital tools and enterprise systems, including Microsoft 365 (Outlook, Excel, Word, PowerPoint), MS Teams, and SharePoint.
- Exceptional written and verbal communication skills, with a strong ability to draft, edit, and format professional documents for executive-level audiences. Adept at synthesizing complex information into clear and concise materials.
- Strong interpersonal skills and relationship-building abilities, with a customer-service mindset and the ability to work diplomatically and collaboratively with individuals at all levels, including senior leaders, board members, and external stakeholders.
- High degree of political acumen, professionalism, and discretion, with experience handling sensitive or confidential information and navigating institutional dynamics with integrity and tact.
- Experience in a higher education, public sector, or large organizational setting is considered an asset. Familiarity with governance processes, board cycles, and academic or HR environments will be beneficial in this role.
Why Join Us?
This is a unique opportunity to work at the heart of a high-performing leadership team, influencing key decisions and helping shape the future of People and Culture at the University of Calgary. You will have impact and will be empowered to lead from the seat you're in - bringing your strategic mindset, tech-savviness, and operational leadership to a role that makes an impact every day.
Application Deadline: July 4, 2025
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.
This position is classified in the Operational and Administrative Support Career Band, Level 4 of the Management and Professional Staff Career Framework.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy 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.
As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
