Executive Assistant

This competition is open to all applicants however; internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered.

This position has a term length of 1 year.

Location - This role is hybrid with a mix of remote and in-person work at Enterprise Square.

Internal Audit and Risk Management (IA&RM) executes audits, oversees the university’s enterprise risk management framework and conducts investigations into reports of fraud and irregularity. Through these activities we provide tools and insight to protect and enhance institutional value and improve decision-making in pursuit of institutional goals.

Working with the Executive Director, Internal Audit and Enterprise Risk Management (IA/RM), the Executive Assistant completes core activities in the areas of scheduling, communications, events, human resources, and finance processing. Acting as first point of contact, this role initiates transactions, assists department members with navigating and understanding new processes, policies, and procedures and has responsibility to assist in resolving issues, removing barriers, and providing support in delivery of the department's objectives.

• Manages access to the Executive Director’s calendars/schedules, prioritizing meetings, events and other activities;
• Meets regularly with the Executive Director to plan and schedule activities for upcoming meetings, committees, events, and projects.
• Tracks the Executive Director’s financial projects, events, deadlines, and other activities as needed.
• Organizes meetings on behalf of the area.
• Schedules and coordinates meetings, events and activities including scheduling rooms, organizing equipment, ordering catering and assembling materials.
• Provides administrative support for standing and special meetings. Coordinates documents and agendas.
• Anticipates and prepares supporting materials. Distributes meeting minutes.
• Acts as recording secretary for the Executive Director.
• Answers phones and fields general inquiries for the area, the program(s) or service(s). Serves as a resource for routine and general inquiries and procedures. (e.g. graduate program information, facility booking requests, booking of advisor/consultant appointments).
• Greets visitors to the area and routes them to the appropriate individual (e.g. Auditor, Audit Lead)
• Manages general/ central/ program email account, responding and redirecting inquiries as appropriate and
  timely.
• Troubleshoots photocopier and phone issues; organizes service calls as required and maintains adequate levels of supplies for machines, including shredding services.
• Maintains inventory of office equipment and supplies.
• Drafts and/or generates routine communications (e.g. letters, emails, memos, etc.) based on straightforward information for supervisor review. Proofreads and reformats documents.
• Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments.
• Provides guidance and assists users with the initiation of routine financial transactions. Escalates issues to the Staff Service Centre or assigned Financial Partner.
• Supports individuals moving through onboarding process by troubleshooting, coordinating access, directing
  to correct resources, guiding through process and responding to inquiries;
• Assists in preparation and follow-up with on and offboarding requests for new or departing staff members.
• Coordinates card access and door access to general office space, including after-hours access.
• Ensures signage is current and accurate for the area. Determines appropriate areas to display area identity items, arrange for mounting/display of items, and monitor ongoing condition of displays.
• Sets up office spaces for new staff/students. Assists with basic office/furniture relocations and reconfigurations.
• Performs minor furniture repair.
• Provides guidance and assists users with the initiation of routine financial

• High school diploma
• Adaptable, agile and technologically savvy; advanced capability with MS Office Suite, Google Suite, and PeopleSoft systems
• Ability to strategize and develop creative and efficient solutions
• Proven multi-tasking, administrative, organizational, and time management skills. Ability to work on own initiative and with minimal supervision and direction
• Exceptional attention to detail. Proven proactive self-starter
• Demonstrated commitment to ongoing training in administrative and technical skills
• Demonstrated ability to apply and adhere to strict confidentiality guidelines, ATIA and POPA, and records management protocols
• Knowledge of the U of A’s policies and procedures would be considered an asset

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is excluded from the bargaining unit.

In accordance with the Handbook of Terms and Conditions of Employment for Non-Union Employees, this position has a comprehensive benefits package and an annual salary which will be commensurate with qualifications.