Administrative Assistant, Leadership Support (AQOE)

Ready to start your next chapter with NAIT?

At NAIT, we’re passionate about building a team of talented, dedicated professionals who share our commitment to excellence and innovation. Your skills and experience can shape the future of education and make a real impact in our community.

If this opportunity feels like the right fit for you, we encourage you to apply and join us in creating a brighter future – together.

Important Application Deadline Notice

Please note that Workday closes job postings at 11:59pm MST on the day before the posting end date listed above.

To ensure your application is received, submit no later than 11:59pm MST the day prior to the posting end date.

Internal NAIT Employees

Current NAIT employees are welcome to apply for this opportunity. To be considered, please submit your application through the NAIT Jobs Hub rather than the external career site.

Please Note: This posting will be used to fill two positions. 

Academic Quality & Operational Excellence (AQOE) is seeking a highly organized and collaborative Administrative Assistant, Leadership Support (AQOE) to support the portfolio's leadership team.

In this role, you will be assigned to a portfolio and provide senior-level administrative support to leaders that may include the Associate Vice President, Directors, Managers, and cross-functional teams. You will play an important role in keeping the portfolio operating efficiently through calendar and meeting coordination, communications support, spreadsheet-based analysis, document preparation, financial administration, and a wide range of operational activities.

You will also contribute to the effective operation of AQOE's governance activities, including providing administrative and coordination support for institutional committees such as the Program Mix Committee, Academic Council, and Academic Capital renewal. Through these responsibilities, you will help ensure decisions, actions, and priorities are coordinated, documented, and advanced across the institution.

As a trusted member of the AQOE team, you will serve as a key point of contact for staff and stakeholders while helping advance initiatives that support academic operations, planning, quality, student experience, and institutional transformation across NAIT.

This position is eligible for a hybrid work arrangement; however, regular on-campus presence is expected to support senior leaders, attend meetings, coordinate committee activities, and foster effective collaboration with colleagues and stakeholders.

We are looking for an individual who is detail-oriented, proactive, adaptable, and committed to delivering exceptional administrative support in a dynamic and collaborative environment.

Senior Leadership & Portfolio Support

• Provide administrative support to assigned senior leaders within AQOE, including the Associate Vice President, Directors, Managers, and cross-functional teams.

• Manage calendars, schedules, meetings, priorities, communications, and document preparation.

• Support portfolio planning, reporting, engagement activities, and operational priorities.

• Anticipate needs and identify opportunities to improve efficiency and effectiveness.

Committee & Governance Support

• Coordinate committee and governance activities, including meeting scheduling, agenda preparation, document distribution, and follow-up action tracking.

• Provide administrative support for institutional committees, including the Program Mix Committee and other AQOE-led governance processes.

• Maintain records, documentation, decision logs, and approval packages to support effective decision-making.

Reporting & Information Management

• Develop and maintain tracking tools, spreadsheets, reports, and dashboards to support AQOE initiatives and portfolio priorities.

• Collect, analyze, and summarize information to support operational reporting and decision-making.

• Prepare recurring and ad hoc reports, presentations, and briefing materials for leaders, committees, and stakeholders.

• Ensure the accuracy, confidentiality, and integrity of information and records.

Stakeholder & Operational Support

• Serve as a key point of contact for internal and external stakeholders and support effective communication across the portfolio.

• Coordinate travel, meetings, purchasing, expense processing, budget tracking, and other administrative activities.

• Maintain records, filing systems, and documentation in accordance with NAIT policies and procedures.

Project & Continuous Improvement Support

• Support the planning, coordination, and monitoring of AQOE projects and initiatives.

• Track milestones, deliverables, deadlines, and action items while providing updates to leaders and stakeholders.

• Identify opportunities to improve processes, workflows, and service delivery across AQOE.

Skills & Abilities

• Professional written and verbal communication skills.

• Advanced proficiency in Microsoft Office Suite, particularly Word, Excel, PowerPoint, Outlook, and Teams; experience with Power BI is considered an asset.

• Strong organizational skills with the ability to manage multiple priorities, coordinate competing deadlines, and maintain attention to detail.

• Experience developing and maintaining spreadsheets, tracking tools, reports, and other administrative systems to support operational planning and decision-making.

• Ability to work independently, exercise sound judgment, and make decisions with minimal supervision.

• Experience supporting committees or governance processes, including preparing materials, maintaining records, and tracking follow-up actions.

• High levels of professionalism, discretion, and the ability to handle confidential and sensitive information with care.

Qualifications & Experience

• Diploma in Office Administration, Executive Administration, Business Administration, or a related discipline, or an equivalent combination of education and experience.

• Minimum five years of related administrative experience, including at least three years supporting senior leaders, complex projects, committees, or operational activities.

• Demonstrated ability to analyze information, prepare reports, exercise sound judgment, and support operational decision-making.

Applicants with education credentials earned outside of Canada should have their credentials evaluated by World Education Services (WES), International Qualifications Assessment Service (IQAS) or the Comparative Education Services (CES).

Classification – Administration Support VI

This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement.

Remuneration

Refer to salary range noted on this posting, plus a comprehensive benefits package.

The compensation range for this job posting is : $57,153.34 - $74,661.57

NAIT is committed to a transparent, fair, and human-centered hiring experience. All candidates are assessed directly by our recruitment and hiring teams.

About NAIT

We are known as one of Alberta’s top employers. Being part of a community that makes a difference in the lives of students, staff, industry clients and partners, NAIT’s culture reflects our shared values of respect, collaboration, celebration, creativity, and accountability.

People are what make NAIT great, and we prioritize the employee experience. For eligible positions, we offer benefits and unique perks focusing on health and wellness, work-life balance, recognition, and professional and personal growth. In addition to excellent vacation time, eligible employees receive paid time off between Christmas and New Year’s.

NAIT supports a flexible work environment, enabling staff to request approval for on-campus, off-site, or hybrid work arrangements based on the nature of the role. Please note that remote positions require employees to reside within Canada.

NAIT is committed to fostering a safe environment that supports equity and cultivates inclusion through our Centre for Community and Belonging (CCB) and our Equity, Diversity, and Inclusion Strategy. We are a proud partner of the Canadian Centre for Diversity and Inclusion. While we encourage all qualified applicants to apply, only those being considered will be contacted. If you require any assistance or accommodations, please connect with us at careers@nait.ca.

Please submit a resume and cover letter to be considered for this opportunity.