EXECUTIVE ASSISTANT

OFFICE OF THE PROVOST AND VICE-PRESIDENT, ACADEMIC

Competition No. 25.09.258

CATEGORY

SALARY

CLOSING DATE

Full-Time Continuing (35 hours per week)

$69,164 to $93,371 per annum

October 9, 2025

About Us

MacEwan University is where caring faculty help people connect their passions to their future paths. Located in the heart of Edmonton’s diverse and dynamic downtown community, and on the traditional lands of Treaty 6 First Nations and homelands of the Métis people, MacEwan is known for exceptional undergraduate learning. With its dedication to teaching excellence, informed by scholarly research, innovation, and creative activity, MacEwan provides an exceptional collaborative and supportive learning environment with a commitment to human rights, environmental sustainability, and opportunities for community engagement. We are committed to creating an equitable, diverse, inclusive, and welcoming community for all peoples, cultures, and identities.

Our comprehensive undergraduate university offers 55 programs to just under 20,000 full- and part-time students in business, communications, community and human services, design, fine and performing arts, health, humanities, natural science, nursing, public safety, and social science. Through a wide array of experiential learning opportunities, and strategic relationships in the community, we partner with others to produce graduates of stature. Along with a robust grounding in their chosen disciplines, MacEwan students are given durable life skills that prepare them to take on the world.

Opportunity

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.

SKILLS

You will have:

• Exceptional attention to detail;
• Strong problem-solving skills, with the ability to analyze information and processes, and apply critical thinking skills, good judgment and discretion when handling confidential and sensitive information;
• Strong interpersonal skills with a proven track record of successful team collaboration;
• Excellent organizational and time management skills, with the ability to exercise initiative, work independently, and manage multiple priorities;
• Knowledge of privacy and records retention practices and legislation;
• The ability to foster and maintain positive collegial relationships with a variety of internal and external stakeholders;
• The ability to create effective processes and an openness to improve office systems; and
• Demonstrated advanced proficiency with Microsoft Office applications, including SharePoint, as well as Adobe Suite, showcasing an ability to oversee multiple mailboxes and calendars with ease.

QUALIFICATIONS

• A minimum of a post-secondary diploma in Business Administration or a related field.
• A minimum of 5 years of progressively responsible and diversified administrative experience at a senior or executive level.
• Experience working in a post-secondary institution or a related public sector environment is preferred.
• An equivalent combination of education and experience may be considered.

BENEFITS

When you become part of the MacEwan University team, you will enjoy a competitive salary. Our total compensation package includes:

• Competitive base pay
• Generous vacation time
• Secure pension plan
• Flexible benefits package
• Continuous learning culture
• Opportunities for career growth