University of Alberta

Executive Assistant - Operations and Maintenance

F&O Administrative Services

Competition No.  -    S103933866
Posting Date  -    Sep 13, 2017
Closing Date  -    Sep 27, 2017
Position Type  -    Full Time - Operating Funded
Salary Range  -    $50,425 to $68,486 per year
Grade  -    08
Hours  -    35

This position offers a comprehensive benefits package which can be viewed at:

The Executive Administrative Assistant – Operations and Maintenance will be providing senior level administrative support to the Associate Vice-President (AVP) of Operations and Maintenance and the leadership team within Facilities and Operations. This role performs and organizes activities to support the daily operations by ensuring that administrative services align with established goals and objectives. The Executive Assistant - Operations and Maintenance arranges and coordinates logistics and assists with content of events and meetings. All work will require an understanding of the mission, vision, role, and goals of the administrative unit, the portfolio and the institute.


  • Provides administrative support for daily activities; acts as the primary support for the AVP of Operations and Maintenance
  • Manages dynamic calendars/schedules, prioritizing meetings, events and other activities
  • Provides meeting support, including: coordinating meetings, selecting and booking venues, arranging catering and equipment, etc.; compiling and distributing meeting materials (agendas, reports, and minutes/notes); recording minutes/meeting notes and ensuring follow-up of action items, etc.
  • Drafts and/or generates routine communications; composes routine correspondence for signature
  • Provides clerical support, including: typing, formatting, editing, proofreading, ensuring that documents meet professional standards and reflect the department’s competence and credibility as a unit within the University of Alberta
  • Develops documents; creates presentation and speaking materials; compiles presentation materials for both internal and external use
  • Acts as a point of contact and resource support for the business unit, reviewing and prioritizing requests for information
  • Coordinates planning and delivery of conferences and/or business unit events
  • Prepares standard and ad-hoc reports for business unit; runs and completes analysis of reports and queries; designs and develops customized reports for specific needs for administrative leaders
  • Oversees annual department processes such as vacation plans, conferences dates and attendance, performance appraisal schedules
  • Liaises with other administrative staff to enable information flow between units
  • Provides backup and assistance to administrative team members as required
  • Performs other related duties as assigned


  • Minimum of a Diploma in Office Administration; equivalent combinations of education and experience will be considered
  • Minimum 5 years of administrative support experience at a senior administration level, preferably in an academic environment
  • Computer proficiency with Microsoft Office applications (Word, Excel, PowerPoint) and Google Apps
  • Supplemental advanced training in Word and Excel would be an asset
  • Excellent organizational and time management skills
  • Strong verbal and written communication skills

How to Apply

Apply Online

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.