About Olds College of Agriculture & Technology

Founded in 1913, Olds College of Agriculture & Technology has been offering high quality hands-on education for over a century. Through our core programming including continuing education, online and blended programming, we provide accessible educational opportunities within Alberta and beyond. We are passionate about the Agriculture industry. Through our applied research and integrated learning, we are proud to be Canada’s Smart Agriculture College, specializing in agriculture, agrifood, horticulture, land and environmental stewardship. We work closely with industry to advance and adapt our programming to ensure our graduates have the skills to succeed.

The Opportunity - Executive Assistant & Special Projects Lead (permanent, full-time)

The Executive Assistant & Special Projects Lead (EASP) offers comprehensive professional and organizational support to the Vice President of External Relations & Research (VPER) and when required, various Directors under this portfolio. Key responsibilities include, but are not limited to, administrative support, reception duties, and partnership coordination. The EASP also facilitates campus and smart farm tours, manages schedules, and performs project work. Additionally, this role involves database administration and providing support to various committees and task teams.

Key Job Functions :

Executive Assistant Responsibilities

• Provide comprehensive calendar and logistical support for the Vice-President which includes maintaining an accurate and up-to-date schedule, coordinating and arranging all meetings (internal and external), and managing travel logistics.
• Assist with the scheduling of speaking engagements, special projects, and event duties.
• Coordinate and support the development of board reporting for research, development and marketing teams on behalf of the Vice President’s office of development and research.
• Be the primary point of contact for incoming calls, correspondence, and information requests, ensuring confidentiality and sensitivity are maintained at all times.
• Provide administrative support to various other committees and subcommittees that involve the Vice-President.
• Professionally welcome and assist all visitors to the Office of the Vice-President, including staff, students, and formal groups, consistently projecting a positive and representative image for the office.
• Track and monitor performance reviews, business plans and contribution agreements for the direct reports to the Vice-President.
• Assist in the tracking, development, review and presentation of policies and procedures relevant to the Vice-President’s areas of responsibility.
• Support the Vice-President's with various administrative functions related to their overall portfolio(s).
• Build positive relationships with all internal stakeholders and develop a deep understanding of Olds College's education and research programs.

Special Projects

• Provide crucial insights to College leadership by leading data and information gathering for special projects.
• Finalize contracts and gift agreements for individuals, corporations, and foundations promptly, in collaboration with relationship managers.
• Support and facilitate processes for campaign management and business development.
• Assist in planning major corporate events, including galas, corporate functions, VIP tours, and corporate announcements, by assisting the Vice Presidents or Director's office.

Financial Responsibility

• This position will track budgets and may manage budgets in the area of expenses and sponsorships. It will be expected to follow procedures and policies regarding approval for expenditures.
• Provide support to the Vice President’s budget and generate reports, as required.
• Expedite the Vice-President’s approval on accounts payable/payroll documentation, contracts and cheques and prepares purchase requisitions and invoices for processing.
• Assist in researching any budget concerns/issues.

Decision Making & Independence

• Identify areas of improvement and make recommendations/solutions to the Vice-President’s for approval.
• Escalate non-routine issues or decisions to the Vice-President’s.
• Manage, resolve and/or direct concerns brought forward to the Vice-President’s by staff, students or the public. Promptly advises the Vice-President’s about sensitive issues within his/her area of responsibility.

Knowledge Sharing & Process Guidance

• This position is not responsible for management or supervision of other employees, but is expected to provide functional knowledge and training to other employees related to departmental processes and procedures, etc.

EDIB Champion

• Actively promotes equity, diversity, inclusion and belonging throughout the campus and our communities and serves as a real ally to all.

Education/Experience/Skills/Knowledge Required:

• A post-secondary education in Business Management, Communications,, Office Administration or a related discipline preferably at the degree level or combination of education and experience.
• 2 to 3 years of relevant experience is preferred at a senior administrative level, preferably in an executive or professional office.
• Knowledge of the post-secondary system, with attention to the academic environment, structures and processes in Alberta is an asset.
• Exceptional leadership, planning, organizational and time management skills to manage projects and priorities independently and to ensure participation and contributions from individuals not directly supervised.
• Personable and able to work in a collegial, consultative and collaborative manner to build trust.
• Possess strong technical skills and a rapid learning aptitude for new software. Must be highly proficient in Microsoft Office Suite (Word, Publisher, PowerPoint, Excel), Adobe Acrobat Professional, and all Google Apps (especially Email, Docs, Sheets, and Calendar).
• Makes decisions with the College’s interests in mind, while demonstrating inclusivity, openness, transparency, civility, and respect.
• Acts ethically, openly, honestly, and respectfully to build and maintain an environment of trust, safety, and well-being.

Conditions of Employment:

• This position is based on our campus in Olds, Alberta.
• Very few physical demands exist for this position (occasional lifting/moving up to 25 pounds).
• Current criminal reference check that is free of any offenses.
• Must respect and actively promote health and safety policies.

The statements contained in this job description reflect general details as necessary to describe the key job functions of this position, the level of knowledge and skill typically required and the scope of responsibility. It is not an all-inclusive listing of work requirements. Other duties may be assigned.

Olds College offers a competitive benefit plan:

• Defined Benefit Pension Plan (LAPP)
• Extended Health, Dental, and Prescription Drugs benefits
• Health/Personal Spending Account
• Generous Vacation Leave
• Paid Holiday Closure
• ‘Olds College in the Community’ volunteer leave
• Professional development and opportunities for growth, including employee and family tuition waivers

Please apply by submitting your resume and a cover letter outlining your interest in this role and relevant experience by August 11, 2025

We thank all individuals for their interest in this position. We appreciate the time involved for candidates in the application process. At this time, please note only those selected for interviews will be contacted.

Olds College is committed to an equitable, diverse, and inclusive workplace. We welcome applications from all qualified persons. We encourage applications from women, Indigenous Peoples, racialized persons, persons with disabilities and persons of any sex, sexual orientation, gender identity or gender expression.