Description
The Government Relations Office is currently seeking a Full-time Regular Executive Assistant.
Reporting to the Associate Vice-President (AVP), Government Relations, the Executive Assistant provides executive level administrative and operational support to the AVP in the execution of all their duties and functions.
As part of External Relations, the Government Relations Office is mandated to position the university as a key partner with governments by developing and furthering the university’s relationships with the three levels of government, and to promote to governments the university’s perspectives, positions and priorities. It fosters and supports the university’s overall engagement with government. In so doing, the team has strong working relationships with other university units including the Office of the President, the Office of the Vice-President, External Relations, the Executive Leadership Team and faculties and business units across campus.
The Executive Assistant is the senior administrative resource and advisory support for the AVP and the team members, facilitating their leadership efforts to the University of Calgary and its extended community. Working in a confidential and highly complex multi-faceted environment, with access to information related to the operations of the department, unit, and strategic direction of the University. The Executive Assistant is responsible for facilitating the administration of the priorities and directions set by the AVP, Government Relations and will be the primary point of communication and serves to facilitate leadership efforts within the department, acting as a liaison and resource for all internal stakeholders from all levels of the institution as well as external stakeholders.
The Executive Assistant deals with confidential materials, and requires the ability to exercise discretion, judgment and independent thought concerning the effective management of information. They will be in frequent communication with various external stakeholders in government and the community, as well as internal stakeholders at all levels of the university. Strong oral and written communication skills, diplomacy and tact are critical to the success of this position. A high degree of initiative and judgment are required by the position, as is the ability to work in an engaging and collaborative team environment with an open and consultative communication style. The work environment is complex, with multiple files and stakeholders, and occasionally high volumes of work with important deadlines. The Executive Assistant also works closely with other administrative members of the External Relations team to ensure a high standard of effectiveness across operations. Hours of employment for this position are standard; however, limited evening or weekend work may occasionally be required.

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

• Manage the workflow and the smooth operation of the support functions involved in coordinating the calendar and the day-to-day operational activities of the AVP
• Provides leadership and direction to management and support staff, as deputized by the AVP, in the coordination and execution of objectives and deliverables for the Office of the AVP
• Responsible for all private, confidential, and other communications required by the AVP
• Strategically manage the calendar of the AVP, taking into account long term planning and anticipation of key events, along with strategic blocking of time for critical planning activities
• Coordinate meetings, prepare agendas, take minutes and follow up on action items on behalf of the AVP
• Ensure the AVP is well informed regarding itineraries, venues, and meeting participants, and work proactively to ensure that all supporting document is gathered in advance so that the AVP is fully prepared at all times
• Represent the AVP in communication with all levels of faculty, support staff, and other clients, and interacts frequently and independently with senior administrative staff
• Respond on behalf of the AVP to inquiries from the University community including faculty members, staff and students
• Deal with all communications in a professional and proficient manner at all times with internal and external stakeholders
• Use initiative and good judgment, and work in a cooperative, timely and efficient manner that is proactive in communicating and sharing information
• Ensuring information requests are handled appropriately with highly developed judgment and communication skills in a timely manner
• Produce time-sensitive documents/correspondence within tight deadlines
• Manage day-to-day administrative operations for the Office of the AVP
• Work autonomously and effectively within the framework of the University of Calgary’s policies and procedures
• Gather and analyze data to identify and solve problems that may arise within the Office of the AVP
• Create strategic prioritization of incoming requests and information based on in-depth knowledge of the AVP priorities, portfolios and commitments
• Manage the expenses, receipts, travel bookings and arrangements, and other related activities, as required/requested and process and code invoices, prepare and update budget reports
• Coordinate the onboarding process for new team members, liaising with all stakeholders to ensure required resources are in place

QUALIFICATIONS / REQUIREMENTS:

• Minimum of 5 years of experience in an administrative position working with a senior-level leader
• A university degree in political science, business or a related field is preferable; A combination of education and experience will be considered
• Experience in a post-secondary and/or government environment is an asset
• Experience managing the schedule of a senior leader or an executive
• Strong interpersonal skills, with demonstrated professionalism, discretion, courtesy and respect in all interactions
• Excellent leadership and communications skills, both written and verbal, and familiarity with proofing written submissions
• Demonstrated ability to prioritize tasks on a daily basis and simultaneously manage multiple responsibilities efficiently with a high level of accuracy
• Thrives in a busy, fast-paced professional environment, with the ability to produce time-sensitive documents/correspondence within tight deadlines
• Ability to act decisively and to exercise a high degree of initiative and judgment
• Project management experience, capable of dealing with multiple stakeholders, responsibilities and projects
• Superior organizational, research, analytical and time management skills
• Ability to develop innovative, productive solutions to complex issues and problems, and to make improvements in existing systems and processes
• Strong working knowledge of Microsoft Office Applications (Word, Outlook, Excel, PowerPoint, SharePoint, Access) and have the ability to acquire a high-level of understanding of the university business systems
  Application Deadline: September 8, 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 4 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.

• Manage the workflow and the smooth operation of the support functions involved in coordinating the calendar and the day-to-day operational activities of the AVP
• Provides leadership and direction to management and support staff, as deputized by the AVP, in the coordination and execution of objectives and deliverables for the Office of the AVP
• Responsible for all private, confidential, and other communications required by the AVP
• Strategically manage the calendar of the AVP, taking into account long term planning and anticipation of key events, along with strategic blocking of time for critical planning activities
• Coordinate meetings, prepare agendas, take minutes and follow up on action items on behalf of the AVP
• Ensure the AVP is well informed regarding itineraries, venues, and meeting participants, and work proactively to ensure that all supporting document is gathered in advance so that the AVP is fully prepared at all times
• Represent the AVP in communication with all levels of faculty, support staff, and other clients, and interacts frequently and independently with senior administrative staff
• Respond on behalf of the AVP to inquiries from the University community including faculty members, staff and students
• Deal with all communications in a professional and proficient manner at all times with internal and external stakeholders
• Use initiative and good judgment, and work in a cooperative, timely and efficient manner that is proactive in communicating and sharing information
• Ensuring information requests are handled appropriately with highly developed judgment and communication skills in a timely manner
• Produce time-sensitive documents/correspondence within tight deadlines
• Manage day-to-day administrative operations for the Office of the AVP
• Work autonomously and effectively within the framework of the University of Calgary’s policies and procedures
• Gather and analyze data to identify and solve problems that may arise within the Office of the AVP
• Create strategic prioritization of incoming requests and information based on in-depth knowledge of the AVP priorities, portfolios and commitments
• Manage the expenses, receipts, travel bookings and arrangements, and other related activities, as required/requested and process and code invoices, prepare and update budget reports
• Coordinate the onboarding process for new team members, liaising with all stakeholders to ensure required resources are in plac