Executive Assistant to the Associate Vice President

SAIT • Calgary • 2d ago

SAIT’s Facilities Management department serves as steward of its building and grounds, ensuring physical operations are maintained and that spaces are safe, secure, functional and inviting for all who use them. We are guided by SAIT’s shared priorities of sustainable growth, innovation in applied education and student success — our work contributes to that.

The Opportunity

The Executive Assistant (EA) to the Associate Vice President (AVP), Facilities, serves as a vital administrative and strategic partner, delivering high-level support in a dynamic and complex environment. This role is instrumental in ensuring the smooth and efficient operation of the AVP’s office, while advancing key priorities across facilities management, capital projects, infrastructure planning, workplace strategy, and governance.

This role requires exceptional judgment, discretion, and organizational skill. The EA manages confidential information, coordinates executive communications, prepares reports and presentations, oversees calendar and meeting logistics, and liaises with internal and external clients. The role also supports cross-functional project tracking, team operations, and ensures alignment with SAIT’s strategic and operational priorities. The ideal candidate is a proactive problem-solver, skilled communicator, and trusted advisor who thrives in a dynamic, high-accountability environment.

The Role

Executive & Operational Support to the AVP
Manage AVP calendar, meetings, and scheduling logistics
Track and follow up on priorities, deliverables, and commitments
Liaise with senior leadership, cross-functional teams, and external partners
Prepare briefing notes, agendas, and presentation materials
Office & Administrative Management
Greet and support guests, team members, and visitors professionally
Coordinate meeting rooms, catering, and administrative logistics Assist in preparing capital project updates, status dashboards, and reports
Track deliverables and assist with documentation and scheduling for Facilities initiatives
Support internal governance processes and follow-ups
Monitor and manage office supplies, space, and support systems
Financial & Procurement Administration
Create and track purchase requisitions and invoices
Support procurement documentation, vendor communications, and budget monitoring
Liaise with Finance and Procurement teams
Project Coordination & Reporting
Assist in preparing capital project updates, status dashboards, and reports
Track deliverables and assist with documentation and scheduling for Facilities initiatives
Support internal governance processes and follow-ups
SharePoint Administration & AI Tools
Maintain and structure the Facilities SharePoint site and libraries
Manage permissions, organize content, and ensure version control
Provide user support and basic training as needed
Explore AI tools (e.g., Microsoft Copilot) for automation and reporting
Recommend and test solutions for team workflows and document generation
Stay current on digital tools that improve productivity and efficiency

Required Qualifications & Experience

Business Administration Diploma
Minimum 1 year Facilities or land Development
Minimum 3 years executive assistant experience for corporate or other education institutions
Equivalent combination of experience and education may be considered

Job classification: P3018 - AVP Assistant

Salary range: $55,000.00 - $85,000

Paid Leave: 4 Weeks Vacation / 14 Flex Days per year

of positions: 1

Hours Per Week: 37.5

Position End Date: August 31, 2027

Posting closing date: August 29, 2025

About SAIT

SAIT is a global leader in applied education. Named one of Alberta’s Top Employers [https://canadastop100.com/alberta/], we offer the chance to work with a purpose — preparing the next generation of industry leaders, entrepreneurs, advocates and explorers.

Building on our 100+ year history, we’re looking for innovative, bold and collaborative employees who embrace change and deliver world-class customer experiences. Your future starts now at SAIT.

Equity, diversity and inclusion (EDI) is essential to achieving SAIT’s vision to be a global leader in applied education. We encourage applications from women, Indigenous people, racialized people, people with disabilities, people from gender and sexually diverse communities, and/or people with intersectional identities. Learn more about EDI at SAIT [https://www.sait.ca/about-sait/administration/work-at-sait].

At SAIT, we understand that experience comes in many forms. We’re dedicated to adding diverse perspectives to SAIT - so if your experience is close to what we’re looking for, please consider applying.

SAIT is committed to supporting persons with disabilities throughout the recruitment process. We will work with applicants to provide accommodations upon request to the Talent Advisor.

BEWARE FALSE POSTINGS AND RECRUITING OFFERS

SAIT has been made aware of individuals or organizations posing as SAIT using false postings to attract job seekers and collect personal information. Please be aware that SAIT will never request sensitive personal information beyond what is required for an application.

Career opportunities at SAIT will always be posted on the SAIT career site and we encourage applicants to only apply directly through there. When your application is completed you will receive an email confirmation, if you did not receive one please check your junk mail or try applying through the SAIT career page again.