Description
The Advancement Administration within VP Development and Alumni is currently seeking a Full-time Temporary Executive Assistant for approximately 5 months.
Reporting to the Executive Director, with an accountability to assigned Associate Vice-President(s), Executive Director(s) and/or Senior Directors(s) and other Development and Alumni leaders, the Executive Assistant is a strong ambassador for the Development and Alumni portfolio, critical to the efficient and effective management of the workflow and schedules of the Development and Alumni Leadership team. The Executive Assistant’s responsibilities are broadly delegated, providing executive support in the areas of communication, writing and project management. The Executive Assistant also plays a significant role in the overall administration of the unit to deliver a superior level of service to internal and external stakeholders.
The Executive Assistant’s work is highly collaborative, requiring the ability to communicate knowledgeably and effectively with a variety of stakeholders including internal University faculty, staff, and students, as well as donors, alumni, volunteers and business and community members. Exceptional diplomacy, tact, organization, and communication skills are required. Attention to detail is paramount, as the role is responsible for correspondence, documentation, and preparation of presentation materials on behalf of assigned members of the Development and Alumni Leadership team. The Executive Assistant must be able to triage and escalate matters appropriately, when, and where required, and respond efficiently and effectively to a large volume and breadth of information. The ability to work with a high degree of independence, proactively adding value in fulfilling task and project requests, is required. The Executive Assistant must be able to manage competing priorities with tight deadlines, while maintaining confidentiality and demonstrating composure under pressure.
This position requires knowledge of University-wide practices and the complexities of the University and its organizational structure. The Executive Assistant is expected to represent the Development and Alumni Leadership team with professionalism, decorum, and manners suitable to a wide range of situations, including work with politicians, dignitaries and community members who will help shape the reputation of the University of Calgary.
The Executive Assistant deals with highly confidential materials, and requires the ability to exercise considerable discrimination, judgment and independent thought concerning the effective management of information, both internally and externally. The ability to communicate effectively with internal stakeholders at all levels of the institution, as well as various external stakeholders is critical to the success of this position. Adaptability and capacity to take on project work while managing high work volumes and competing priorities is a significant component of the job.
Hours of employment for this position are standard; however, some evening and early morning work is required due to the nature of the position.
The incumbent is the senior administrative resource and advisory support for Development and Alumni leaders, facilitating their leadership efforts to the University of Calgary and its extended community. Working in a confidential and complex multi-faceted environment, with access to information related to institutional matters, this position is critical to managing the workflow and coordination of time for the Development and Alumni Leadership team. The Executive Assistant is responsible for facilitating the administration of the priorities and directions set by the Vice-President and Development and Alumni Leadership and will be a primary point of communication to facilitate leadership efforts within the unit, acting as a liaison and resource for all internal stakeholders from all levels of the institution as well as external stakeholders. The Executive Assistant’s responsibilities are broadly delegated, providing executive support in the areas of communication, research, writing and project management.

Summary of Key Responsibilities (job functions include but are not limited to):

• Strategic management of calendars, applying standards that provide a balance between meeting and office/work time, reflecting realistic priorities in terms of who and when to book into the calendar, and allowing sufficient flexibility for shifts in response to the fast paced and fast changing agendas.
• Manage day-to-day financial responsibilities of the portfolio such as paying invoices and processing expense reports.
• Manage information and correspondence in the office; receive, sort, and assign a priority to all incoming information based on expert knowledge of priorities within the portfolio, deal with items appropriately.
• Function as a liaison for the Vice-President and members of the Development and Alumni Leadership team in making strategic calls, securing appointments and relationship building with business and community stakeholders as well as all levels of government.
• Critical to the role is the interaction between the Executive / Administrative Assistants across portfolios to maintain smooth and effective workflow between portfolios.
• Work collaboratively with the other Executive Assistants to provide comprehensive support to the portfolio ensuring a unified approach to work.
• Work closely with other Executive Assistants and Coordinators in scheduling meetings with high profile donors/prospects.
• Ensure meetings are timely and include the appropriate participants.
• Coordinate the planning of meetings and events, including scheduling, booking rooms and equipment, catering, and making travel arrangements for participants if necessary.
• Directly support the portfolio in special projects and initiatives including interpretation of information, attending meetings as required.
• Assist with maintaining the Blackbaud CRM database to support fund-raising activities; enter and interpret contact reports.
• Ensure all appropriate donor records are maintained within the guidelines of FOIP.
• Handle information on prospects and donors ethically, accurately, and confidentially.
• Create gift and engagement acknowledgement correspondence to donors, alumni, and other key community members.
• Ensure all stakeholders are provided with up-to-date information on key relationships.
• Manage the flow of critical donor documentation (Gift Agreements, Terms of Reference, donor cheques, etc.) between the Development and Alumni Office, donors and UCalgary leadership.
• As required, process donations and donor designations to support sound fiscal management of philanthropic gifts (e.g.: completion of gift designation forms).
• Support planning and implementation of donor stewardship and recognition events, including initiative launches, major gift recognition events, stewardship meetings and other cultivation or stewardship events as required.
• Create appropriate data and content for presentations, and collateral materials.
• Manage a large volume of meeting requests via telephone, email, zoom or in person with great sensitivity and tact.
• Manage travel arrangements that are often changed, rearranged or cancelled.
• Prepare briefing notes for donor meetings as required.
• Provide superior administrative support to Development and Alumni leaders including the distribution of meeting packages, and when required, provide assistance with recordings and drafting of minutes from meetings.
• Represent Development and Alumni leaders in communication with all levels of faculty, support staff, and other clients; interact frequently and independently with senior administrative staff.
• Use initiative and good judgment; work in a cooperative, timely and efficient manner to proactively share and communicate information.
• Develop and maintain positive working relationships with university contacts and external stakeholders.
• Coordinate the onboarding process for new team members, liaising with all stakeholders to ensure required resources are in place.
• Function as the point of contact for all occupational health and safety matters for the units.
• Work autonomously and effectively within the framework of the University of Calgary’s policies and procedures.
• Other duties as assigned.

QUALIFICATIONS / REQUIREMENTS:

• A post-secondary certificate in office administration and 5 to 10 years of experience, including a demonstrated ability to support senior level executives; a combination of education and experience will be considered.
• Strong organizational, analytical, problem-solving and research skills.
• Ability to work well under pressure in a complex environment with competing deadlines; superior time management skills.
• Ability to work independently; ability to act decisively and to exercise a high degree of initiative and judgment.
• Ability to work discreetly, understanding the need for discretion with confidential materials.
• Highly creative, innovative, collaborative, and self-motivated.
• Strong interpersonal skills; proven ability to demonstrate professionalism, discretion, courtesy, and respect in all interactions.
• Proven ability to work collaboratively with senior executives/administrators and with team members from a variety of disciplines.
• Superior written and oral communication skills including the ability to prepare relevant documentation and correspondence with accuracy and thoroughness.
• Expertise in tailoring strategic communications key messaging to specific stakeholder audiences.
• Ability to produce time-sensitive documents/correspondence within tight deadlines.
• Superior knowledge of Microsoft Office Applications (Word, Outlook, Excel, PowerPoint, SharePoint, Teams, etc.); proven ability to acquire a high-level of understanding of business systems.
• Experience in a post-secondary environment and/or fund development office will be considered an asset.
• Knowledge of university governance, organizational and committee structures, including the decision-making process and areas of jurisdiction within universities, will be considered an asset.
• Knowledge of best practices and/or the processes and functions of systems utilized for day-to-day business within the portfolio (i.e., Blackbaud CRM, Net Community, Development.
• Request System and Teams / SharePoint) will be considered an asset.
  Application Deadline: August 20, 2025.
  We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
  This position is classified in the Operational and Administrative Support Career Band, Level O4 of the Management and Professional Staff Career Framework.
  For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

• Strategic management of calendars, applying standards that provide a balance between meeting and office/work time, reflecting realistic priorities in terms of who and when to book into the calendar, and allowing sufficient flexibility for shifts in response to the fast paced and fast changing agendas.
• Manage day-to-day financial responsibilities of the portfolio such as paying invoices and processing expense reports.
• Manage information and correspondence in the office; receive, sort, and assign a priority to all incoming information based on expert knowledge of priorities within the portfolio, deal with items appropriately.
• Function as a liaison for the Vice-President and members of the Development and Alumni Leadership team in making strategic calls, securing appointments and relationship building with business and community stakeholders as well as all levels of government.
• Critical to the role is the interaction between the Executive / Administrative Assistants across portfolios to maintain smooth and effective workflow between portfolios.
• Work collaboratively with the other Executive Assistants to provide comprehensive support to the portfolio ensuring a unified approach to work.
• Work closely with other Executive Assistants and Coordinators in scheduling meetings with high profile donors/prospects.
• Ensure meetings are timely and include the appropriate participants.
• Coordinate the planning of meetings and events, including scheduling, booking rooms and equipment, catering, and making travel arrangements for participants if necessary.
• Directly support the portfolio in special projects and initiatives including interpretation of information, attending meetings as required.
• Assist with maintaining the Blackbaud CRM database to support fund-raising activities; enter and interpret contact reports.
• Ensure all appropriate donor records are maintained within the guidelines of FOIP.
• Handle information on prospects and donors ethically, accurately, and confidentially.
• Create gift and engagement acknowledgement correspondence to donors, alumni, and other key community members.
• Ensure all stakeholders are provided with up-to-date information on key relationships.
• Manage the flow of critical donor documentation (Gift Agreements, Terms of Reference, donor cheques, etc.) between the Development and Alumni Office, donors and UCalgary leadership.
• As required, process donations and donor designations to support sound fiscal management of philanthropic gifts (e.g.: completion of gift designation forms).
• Support planning and implementation of donor stewardship and recognition events, including initiative launches, major gift recognition events, stewardship meetings and other cultivation or stewardship events as required.
• Create appropriate data and content for presentations, and collateral materials.
• Manage a large volume of meeting requests via telephone, email, zoom or in person with great sensitivity and tact.
• Manage travel arrangements that are often changed, rearranged or cancelled.
• Prepare briefing notes for donor meetings as required.
• Provide superior administrative support to Development and Alumni leaders including the distribution of meeting packages, and when required, provide assistance with recordings and drafting of minutes from meetings.
• Represent Development and Alumni leaders in communication with all levels of faculty, support staff, and other clients; interact frequently and independently with senior administrative staff.
• Use initiative and good judgment; work in a cooperative, timely and efficient manner to proactively share and communicate information.
• Develop and maintain positive working relationships with university contacts and external stakeholders.
• Coordinate the onboarding process for new team members, liaising with all stakeholders to ensure required resources are in place.
• Function as the point of contact for all occupational health and safety matters for the units.
• Work autonomously and effectively within the framework of the University of Calgary’s policies and procedures.
• Other duties as assigned