Description
SSE Operations Staff within the Schulich School of Engineering is currently seeking a Full-time Regular Executive Assistant.
Reporting to the Director, Business Operations the Executive Assistant is responsible for ensuring that the action items arising from priorities/decisions from the Dean & Vice-Dean are undertaken and completed according to specific and often coordinated deadlines. This involves effective senior administrative responsibilities and management of processes, information management and policy dissemination, including special committee and council activities.
Hours of employment are standard 8:30 4:30 Monday to Friday and due to constantly shifting priorities evening and weekend extra hours are occasionally required. The impact of error is very high as inaccurate advice or information has serious consequences for the reputation of the Faculty and of the University. This position is on-campus and not suitable for regular remote work.
Summary of Key Responsibilities (job functions include but are not limited to):
Strategic Priorities
- Acts as an ambassador of the Deans Office, ensuring customers have a positive experience when they visit, and working to positively influence the student, faculty, and staff reputation of the Deans Office.
- Uses expertise to deal with problems and issues, explain matters, and develop ways of assisting others or preventing problems.
- Handles stressful situations with diplomacy, calmness, and good judgment.
- Shares information with others as appropriate; open and receptive to questions, concerns, ideas and needs expressed by others.
- Exercises discretion to determine when matters can be addressed by others and when the Dean should be consulted.
Administrative Priorities
- Organizes and prioritizes the Deans & Vice-Deans portfolio to make optimal use of his/her time, including scheduling meetings, providing updates, and ensuring documents, minutes and agenda are provided prior to meetings.
- Coordinates activities for a variety of committees chaired by the Dean and/or Vice-Dean, including scheduling meetings, preparing documentation, preparing agendas, taking, and distributing minutes.
- Prepares confidential correspondence on behalf of the Dean and/or Vice-Dean and assists in drafting, reviewing, editing and/or revising letters that require the Dean signature.
- Represents the Dean office in communication with all levels of the Faculty, the University, Government agencies and other stakeholders.
- Liaise with other University departments and offices such as but not limited to the Offices of the Provost, VP Research, Campus Infrastructure, Financial Services, Supply Chain Management to obtain information in support of Faculty objectives and projects.
- Logs and tracks incoming email and follow up on deadlines and tasks to be done, exercising discretion for rerouting, or delegating the above where appropriate.
- Employs well-developed judgment in protecting the time of the Dean & Vice-Dean by appropriately prioritizing incoming correspondence and appointment requests and managing the directors calendar scheduling all appointments/meetings as needed. Also maintains accurate record of vacation days taken and submits Absence from Campus forms as needed.
- Coordinates the planning of meetings and events, including scheduling, booking rooms and equipment, catering and making travel arrangements for participants as required.
- Ensures the timely processing of documents submitted for Deans & Vice Deans approval.
- Maintains personal and office files for all activities of the Dean & Vice-Dean, including posting documents on-line, organizing electronic files, establishing, and maintaining paper files, archiving historical documents, ensuring the security and confidentiality of files.
- Works with Finance Partner to manage records of funding sources and reports to management team on expenditures and project status regularly.
- Other related duties as needed.
Qualifications / Requirements:
- University degree preferred, or equivalent experience with at least 8 years of related senior administrative experience.
- Superior knowledge of University-wide practices and the complexities of the University organizational structure.
- Exemplary interpersonal skills and an ability to work effectively both independently and as part of a team; flexibility, tact, perseverance, initiative are all positively demonstrated in the daily work.
- Superior organizational, research, analytical and time management skills as well as exceptional negotiation and problem-solving skills are essential for this position.
- Proven advanced skills in digital technology tools such as Microsoft Office Applications (Word, Outlook, Excel, PowerPoint), document sharing platforms (eg. Sharepoint, MS Teams, Google Docs) and current social media platforms.
- Excellent oral and written communication to draft clear, concise correspondence, as well as to respond to inquiries with tact, confidentiality, and discretion.
- Ability to multi-task, set priorities and meet commitments and deadlines in support of Faculty priorities.
- Ability to act decisively and to exercise a high degree of initiative and judgment.
- Ability to develop innovative, productive solutions to complex issues and problems and to make improvements in existing systems and processes.
- A high degree of accuracy and attention to detail is required, with the ability to prioritize often conflicting demands is also required.
- Experience with PeopleSoft, eFIN and other U of C core business systems is required.
- Proven ability to work in an environment that is complex, changing and at times stressful. Able to work well under pressure, making key decisions (both on behalf of the Dean & Vice-Dean) and demonstrating good judgment in a fast-paced environment with many conflicting priorities, meeting internal and external deadlines.
- Proven organizational skills with an ability to set priorities and complete multiple tasks within specified timelines to meet deadlines.
- Knowledge and understanding of Schulich School of Engineering and University of Calgary regulations and processes is desirable asset.
- A positive attitude and the ability to work independently and as part of a team in a rapidly changing environment.
- Must be open to learning and development and be willing to accept new challenges and assignments.
Application Deadline: July 31, 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.
