Executive Assistant

MacEwan University is seeking a skilled Executive Assistant for a full-time continuing opportunity with the Office of the Provost and Vice-President, Academic. Located in the Executive Suite and reporting to the Senior Manager, you will provide senior-level administrative support and will coordinate various administrative activities within a complex and fast-paced work environment, working independently to anticipate the needs of executive and senior leadership in support of the functions of Academic Affairs.

Key responsibilities include:

• Providing scheduling and calendar support for the Provost and Senior Manager; including prioritizing, coordinating, and scheduling meetings with stakeholders;
• Organizing events and meetings, including drafting agendas and briefing notes, booking spaces, attending and participating in leadership and committee meetings, keeping records of attendance, recording and distributing meeting minutes, and ensuring follow up on action items;
• Reconciling expenses and investigating and resolving financial reporting discrepancies;
• Triaging information and issues, and briefing the executive leadership on key issues and events to ensure timely action;
• Acting as a key point person and resource within the Office for students, staff, faculty members, and visitors;
• Engaging with the team regarding coordinating the daily administrative operations of the Office and maintaining systems, including organizational practices, processes, procedures, business guides, and workflow documents;
• Conducting research to prepare briefing notes, reports, communications, and other related materials;
• Supporting the coordination of the Provost's involvement in governance activities, ensuring effective flow between academic and administrative governance;
• Drafting, editing, formatting and distributing correspondence, documents, reports, and presentations;
• Maintaining the intranet and public-facing website for the Office; and,
• Providing administrative support and coordination for the Deputy Provost's Office.