Executive Coordinator

University of Alberta View all jobs

Edmonton, AB
Permanent
Full-time

7 days ago

Job Category: Administrative SupportJob Description:Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.This role provides high-level administrative and executive support to the Vice-Provost (Access, Community + Belonging) within a dynamic and high-profile portfolio central to the University's mission. The Executive Coordinator plays a key role in enabling the success of institutional initiatives by coordinating strategic, administrative, and operational activities across portfolio functions with a high degree of professionalism and discretion.The position requires an experienced administrator with exceptional judgment, deep cultural and interpersonal competency, and the ability to navigate complex organizational structures. The incumbent must anticipate and manage intricate schedules, sensitive correspondence, and multi-faceted relationships involving diverse internal and external partners, including community and government representatives. Key responsibilities include calendar management, supporting portfolio operations, managing high-level communications, and leading the preparation of materials and reports that advance the University's strategic commitments to access and belonging.The Executive Coordinator must be able to work independently within a deeply collaborative team (especially with the Portfolio Initiatives Manager on priorities), and should have a high degree of comfort with the often fast pace and changing nature of sensitive concerns. The incumbent is expected to uphold the highest standards of confidentiality, accuracy, and diplomatic conduct while proactively advancing the University's commitment to fostering a campus environment rooted in equity, reconciliation, and inclusive excellence.Responsibilities:Executive Support to the Vice-Provost (Access, Community + Belonging) - 55%

Provides comprehensive day-to-day support to the Vice-Provost, including managing complex calendars, setting priorities, and exercising sound judgment when resolving scheduling conflicts or responding to urgent issues.
Supports the scheduling of complex or recurring meetings across the portfolio.
Demonstrates awareness of and responsiveness to emerging institutional priorities.
Organizes and prepares materials for meetings; anticipates needs and ensures the Vice-Provost is briefed and fully equipped for engagements with internal and external community members.
Triages correspondence and inquiries across multiple channels (email, phone, in-person, gchat), using discretion to prioritize, respond, or redirect appropriately while maintaining high standards of confidentiality.
Prepares and edits high-level documents and correspondence on a broad range of sensitive issues, ensuring accuracy and alignment with institutional standards and the unit's mission.
Maintains an effective filing and document management system to support timely access to materials and preserve institutional memory for the portfolio.

Strategic Operational and Program Support - 25%

Coordinates meetings and special events on behalf of the Vice-Provost and the Access, Community +
Belonging portfolio, including gatherings with community partners, equity-deserving groups, and internal leadership.
Prepares agendas, records minutes, and ensures appropriate follow-up on action items for key portfolio committees and initiatives.
Supports the tracking of deliverables and monitoring of progress on strategic plans and reports related to the University's commitment to access and belonging.
Collaborates closely with the Office of the Provost and other administrative units to ensure institutional alignment in messaging.
Supports portfolio-specific grant programs or funding initiatives, including process coordination and communication with applicants and reviewers.

Institutional Engagement and Liaison - 10%

Acts as a key point of contact and liaison between the Office of the Vice-Provost and other university units, community organizations, and external partners, representing the office with professionalism and cultural competency.
Maintains and updates distribution and contact lists for key stakeholders, including community leaders, equity-deserving faculty and staff, and collaborative partners.
Supports POPA-compliant record-keeping and ensures institutional records management standards are upheld across all portfolio activities.

Administrative Infrastructure and Financial Coordination - 10%

Initiates and manages basic financial transactions, such as credit card reconciliations, travel claims, and purchasing, in coordination with the Office of the Provost and Shared Services.
Coordinates complex travel arrangements and prepares detailed itineraries, ensuring compliance with University policies and expense claim procedures.
Coordinates space and facilities issues related to the portfolio, including office moves, signage, and ensuring the environment is welcoming and accessible.
Ensures ergonomic and safety considerations are addressed for portfolio staff.
Provides ad hoc support on special projects or events as directed by the Vice-Provost or the Portfolio Initiatives team.

Qualifications:

Education: A diploma in Office or Business Administration is required; a university degree or an equivalent combination of education and directly related experience is strongly preferred.
Technical Proficiency: Demonstrated proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Forms), Microsoft Office Suite, and enterprise systems such as PeopleSoft and ARIBA. Experience with video conferencing platforms (Zoom, Teams) and electronic document/file management systems is essential.
Administrative Expertise: Extensive related administrative experience in a complex, fast-paced, and high-profile environment, preferably in a post-secondary setting. Demonstrated ability to manage multiple competing priorities with efficiency and meticulous attention to detail.
Communication: Excellent verbal and written communication skills, including the ability to prepare professional correspondence and reports. Must possess the ability to exercise high levels of diplomacy and discretion when interacting with a wide range of internal and external stakeholders.
Cultural Competency: Strong familiarity with and/or willingness to build capacity around equity, diversity, and inclusion (EDI) principles, anti-racism frameworks, access needs and accessibility concerns, and community engagement protocols. Experience working respectfully and meaningfully with equity-deserving groups and diverse community partners is a significant asset.

Application InstructionsClick "Apply Now" to submit your resume and cover letter.This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).This position offers a .About Us:The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. .At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms-physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. 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.L'Université de l'Alberta s'engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.About the Team:The is the University of Alberta's chief academic officer and a key leader in advancing the university's educational mission. As a member of the executive team, the Provost works closely with the President and fellow vice-presidents to ensure all institutional portfolios and priorities are aligned with the university's vision and strategic goals.The Provost is responsible for academic resource allocation and provides oversight of the infrastructure, services, and administrative units that support teaching, learning, and research excellence. This includes leadership of the university's colleges and faculties, as well as several key portfolios: the Office of the Registrar, Vice-Provost (Equity, Diversity and Inclusion), Vice-Provost (Indigenous Programming and Research), Vice-Provost (Graduate and Postdoctoral Studies), Vice-Provost (Learning Initiatives), and the Centre for Teaching and Learning. The Provost also works in close partnership with the Deans' Council and supports institutional planning and academic policy development.Through strategic direction and collaborative engagement, the Provost ensures that the University of Alberta maintains a dynamic, inclusive, and academically rigorous environment, positioning it as a leader in post-secondary education in Canada and globally.

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