University of Alberta

Executive Assistant, Chair's Office

Department of Pediatrics

Competition No.  -    S100836871
Posting Date  -    Sep 06, 2018
Closing Date  -    Sep 23, 2018
Position Type  -    Full Time - Grant Funded
Salary Range  -    $46,627 to $62,954 per year
Grade  -    07
Hours  -    35

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

The Department of Pediatrics within the University of Alberta is one of Canada’s leading academic pediatric institutions in medical education and pediatric research. We also work in conjunction with the Stollery Children’s Hospital to provide leading edge clinical care. We are dedicated to the advancement of child health through the delivery of exemplary education, research, and patient care. Further information on the Department of Pediatrics can be found at

Supporting the Office of the Chair, and reporting to the Department Relations Associate, the Executive Assistant provides senior administrative support for one or more members of the Chair’s Council. The Chair’s Council is the department’s senior leadership team and includes: the Assistant Chair Administration, Associate Chair Research, Associate Chair Faculty Development, Associate Chair Medical Education and Associate Chair Clinical Affairs.

Working in a busy environment, the Executive Assistant is required to handle urgent situations appropriately and with sensitivity to the issue. The position facilitates office workflow by acting as the first point of contact for faculty, staff, and the public, and ensures deadlines are met by problem solving and actioning appropriate solutions. The successful candidate will require strong organization, communication, and time management skills to deliver excellent administrative support to all stakeholders.


  • Works as part of a team of senior administrative assistants to provide support for all programming and initiatives that fall under the Office of the Chair
  • Provides day-to-day administrative support to one or more members of the Chair’s Council
  • Acts as the primary resource and point-of-contact for member(s) of this senior leadership team
  • Manages calendars and meeting requests, as required
  • Provides secretariat support for multiple programs, projects and committees including developing agendas and taking meeting minutes
  • Coordinates workshops, meetings and conferences by managing logistics, sending invitations, preparing agendas and materials, taking minutes, organizing catering, preparing certificates, tracking attendance, evaluations and feedback
  • Organizes guest speakers, prepares itineraries, and assists with travel and accommodation
  • Shares in maintenance of efficient electronic/paper filing system and databases for Office of the Chair 
  • Identifies and implements process improvements ensuring effective communication within the Office of the Chair and with appropriate stakeholders within the department
  • Acts as back-up to Office of the Chair’s Executive and Administrative Assistant positions


  • Minimum of high school diploma is required; Post-secondary training in an administrative or business program is preferred
  • Minimum 3 years executive/senior administrative experience in an office environment
  • Computer proficiency in Gmail, Google Apps,  MS Office (Word, Excel, PowerPoint), and strong understanding of how to disseminate information electronically
  • Ability to multi-task, take initiative, problem solve, and make appropriate decisions in a fast paced environment
  • Strong interpersonal communication skills, commitment to client service with a professional approach, and ability to exercise good judgement when releasing information
  • Effective writhen communications skills 
  • Ability to work in a team environment
  • Experience within a post-secondary environment will be considered an asset

*There will be a writing/computer skills test after the interview*

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.