Executive Assistant
Top Benefits
About the role
Faculty/Department Faculty of Science Unit Science-Dean's Office Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family N/A Category Staff Number of Vacancies 1 Position Summary
Are you a master of organization with a knack for anticipating needs before they arise? We’re looking for a proactive, detail-driven Executive Assistant to support our leadership team and keep operations running seamlessly behind the scenes.
The Executive Assistant works directly with the Dean, Associate Deans, and the Director, Finance and Administration providing executive-level administrative support to ensure the Dean’s fulfillment of the day-to-day responsibilities and commitments. Responsibilities are of a complex and highly confidential nature.
What You’ll Do:
- General office management and reception duties; effective management and prioritization of correspondence; edit/compose key communications; respond to phone and email inquiries; maintain filing system ensuring confidential handling of administrative and personnel documents; bring forward items as appropriate to ensure deadlines are met; provide information on policies and procedures.
- Manage logistical arrangements for events such as guest speakers and faculty forums; make travel arrangements.
- Compose, review, and/or edit confidential correspondence on the Dean’s behalf.
- Prepare and distribute agendas, minutes, memos, and maintain records for Dean’s meetings (e.g. Executive of Council, Dean’s Executive Committees, Council Committees, etc.).
- Manage the Dean’s calendar and incoming emails and correspondence while exercising a significant degree of judgement and discretion to appropriately handle highly sensitive and confidential information and issues (e.g. Student issues, human resources matters such as discipline or grievances, program review/strategic planning matters).
- This position sees/handles much of the same information as the Dean and must be able to ensure confidentiality of all information and matters associated with the Dean’s Office.
- This position will coordinate/oversee or participate in projects such as:
- Coordinate/oversee annual performance reviews, tenure application process, annual faculty reviews, program reviews, and annual reports.
- Participate in review/planning discussions and subsequent recommendations. Collect and compile feedback on the recommendations.
- Prepare travel expenses, claims and keeping records that directly involves the Dean’s Office.
- Assist with the planning and delivery of communication projects that the Faculty is vested in.
- Foster and build respectful collegial relationships with sector partners and ensure that regular meetings are scheduled.
- Plus More: Be ready to take on additional related tasks as assigned – your role is dynamic and essential to our success!
Why Join Us?
At the University of Regina, we’re more than just a campus – we’re a community!
Join our team and enjoy:
- Meaningful Impact: Your work directly contributes to creating a better environment for students, faculty, and staff.
- Professional Growth: We support your development, offering opportunities for advancement and learning.
- Work-Life Balance: We value your well-being and know your personal life is most important!
- Dynamic and Inclusive Workplace: We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
- Innovation Culture: We encourage fresh ideas and innovative thinking.
- Competitive Compensation: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Contribution Pension Plan, and much more!
If you’re ready to join a dynamic team, we invite you to apply today!
Position Requirements
What You’ll Bring to this Position:
- Completion of a recognized administration course or equivalent
- Five years of directly related experience. Completion of at least some undergraduate university courses is preferred.
- Equivalent combination of education and experience may be considered;
Skills That Will Ensure Your Success in the Role:
- Ability to recognize sensitive situations and exercise considerable degree of judgement and discretion, maintain confidentiality, and respond appropriately;
- Strong interpersonal skills with ability to maintain effective working relationships and deliver excellent customer service to all clients;
- Effective and professional oral and written communications skills. Ability to promote and maintain a positive image and reputation for our programs/faculty;
- Experience in organizing meetings, developing agendas and taking minutes;
- Experience in managing and organizing a complex executive calendar;
- Demonstrated proficiency in the use of Microsoft 365 (Word, Excel, and Outlook) and complex databases such as Banner, CASPUR reports, and FAST. Ability to use online document sharing systems such as Sharepoint.
- Experience maintaining complex filing systems (paper and digital records);
- Ability to organize many tasks and meet deadlines while maintaining accuracy and attention to detail;
- Ability to define problems, analyze, and interpret information in order to identify possible solutions and provide recommendations;
- Exceptional interpersonal skills and an ability to develop and maintain effective collegial working relationships with a diverse and racial individuals , and specifically the Indigenous demographic.
Physical Demands Pay Grade OOS 4 Salary Range $62,971 - $94,454 Annually Status Term Work HoursDuration (if Term/Temporary) 5 month term from August 1, 2025 - December 31, 2025 (with possibility of extension or becoming permanent) Full-Time/Part-Time Full Time Preference Posting No Preference Target Posting Not Targeted
Additional Information
Contact Information
Job Open Date
07/10/2025
Job Close Date
07/16/2025
Open Until Filled
No
Special Application Instructions
We know imposter syndrome can get in the way, but we truly value diverse perspectives. Don’t hesitate to apply—submit your application today!
Diversity Statement
The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.
About University of Regina
The University of Regina is the leading experience-based learning university in Saskatchewan, located in the province's capital. The preferred institution for more than 16,000 students, the University of Regina is home to 10 faculties, two academic units and approximately two dozen academic departments which have established reputations for excellence and innovative programs leading to bachelor’s, master’s, and doctoral degrees.
With more than 120 undergraduate academic programs and over 80 graduate programs, the University and its federated colleges offer small class sizes, world-class research, and a beautiful campus!
Our alumni – numbering more than 90,000 – contribute to and build our society in Saskatchewan and in Canada. Our history, our accomplishments, and our growth as a university stem from our commitment to working together for the good of our local and global communities.
Executive Assistant
Top Benefits
About the role
Faculty/Department Faculty of Science Unit Science-Dean's Office Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family N/A Category Staff Number of Vacancies 1 Position Summary
Are you a master of organization with a knack for anticipating needs before they arise? We’re looking for a proactive, detail-driven Executive Assistant to support our leadership team and keep operations running seamlessly behind the scenes.
The Executive Assistant works directly with the Dean, Associate Deans, and the Director, Finance and Administration providing executive-level administrative support to ensure the Dean’s fulfillment of the day-to-day responsibilities and commitments. Responsibilities are of a complex and highly confidential nature.
What You’ll Do:
- General office management and reception duties; effective management and prioritization of correspondence; edit/compose key communications; respond to phone and email inquiries; maintain filing system ensuring confidential handling of administrative and personnel documents; bring forward items as appropriate to ensure deadlines are met; provide information on policies and procedures.
- Manage logistical arrangements for events such as guest speakers and faculty forums; make travel arrangements.
- Compose, review, and/or edit confidential correspondence on the Dean’s behalf.
- Prepare and distribute agendas, minutes, memos, and maintain records for Dean’s meetings (e.g. Executive of Council, Dean’s Executive Committees, Council Committees, etc.).
- Manage the Dean’s calendar and incoming emails and correspondence while exercising a significant degree of judgement and discretion to appropriately handle highly sensitive and confidential information and issues (e.g. Student issues, human resources matters such as discipline or grievances, program review/strategic planning matters).
- This position sees/handles much of the same information as the Dean and must be able to ensure confidentiality of all information and matters associated with the Dean’s Office.
- This position will coordinate/oversee or participate in projects such as:
- Coordinate/oversee annual performance reviews, tenure application process, annual faculty reviews, program reviews, and annual reports.
- Participate in review/planning discussions and subsequent recommendations. Collect and compile feedback on the recommendations.
- Prepare travel expenses, claims and keeping records that directly involves the Dean’s Office.
- Assist with the planning and delivery of communication projects that the Faculty is vested in.
- Foster and build respectful collegial relationships with sector partners and ensure that regular meetings are scheduled.
- Plus More: Be ready to take on additional related tasks as assigned – your role is dynamic and essential to our success!
Why Join Us?
At the University of Regina, we’re more than just a campus – we’re a community!
Join our team and enjoy:
- Meaningful Impact: Your work directly contributes to creating a better environment for students, faculty, and staff.
- Professional Growth: We support your development, offering opportunities for advancement and learning.
- Work-Life Balance: We value your well-being and know your personal life is most important!
- Dynamic and Inclusive Workplace: We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
- Innovation Culture: We encourage fresh ideas and innovative thinking.
- Competitive Compensation: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Contribution Pension Plan, and much more!
If you’re ready to join a dynamic team, we invite you to apply today!
Position Requirements
What You’ll Bring to this Position:
- Completion of a recognized administration course or equivalent
- Five years of directly related experience. Completion of at least some undergraduate university courses is preferred.
- Equivalent combination of education and experience may be considered;
Skills That Will Ensure Your Success in the Role:
- Ability to recognize sensitive situations and exercise considerable degree of judgement and discretion, maintain confidentiality, and respond appropriately;
- Strong interpersonal skills with ability to maintain effective working relationships and deliver excellent customer service to all clients;
- Effective and professional oral and written communications skills. Ability to promote and maintain a positive image and reputation for our programs/faculty;
- Experience in organizing meetings, developing agendas and taking minutes;
- Experience in managing and organizing a complex executive calendar;
- Demonstrated proficiency in the use of Microsoft 365 (Word, Excel, and Outlook) and complex databases such as Banner, CASPUR reports, and FAST. Ability to use online document sharing systems such as Sharepoint.
- Experience maintaining complex filing systems (paper and digital records);
- Ability to organize many tasks and meet deadlines while maintaining accuracy and attention to detail;
- Ability to define problems, analyze, and interpret information in order to identify possible solutions and provide recommendations;
- Exceptional interpersonal skills and an ability to develop and maintain effective collegial working relationships with a diverse and racial individuals , and specifically the Indigenous demographic.
Physical Demands Pay Grade OOS 4 Salary Range $62,971 - $94,454 Annually Status Term Work HoursDuration (if Term/Temporary) 5 month term from August 1, 2025 - December 31, 2025 (with possibility of extension or becoming permanent) Full-Time/Part-Time Full Time Preference Posting No Preference Target Posting Not Targeted
Additional Information
Contact Information
Job Open Date
07/10/2025
Job Close Date
07/16/2025
Open Until Filled
No
Special Application Instructions
We know imposter syndrome can get in the way, but we truly value diverse perspectives. Don’t hesitate to apply—submit your application today!
Diversity Statement
The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.
About University of Regina
The University of Regina is the leading experience-based learning university in Saskatchewan, located in the province's capital. The preferred institution for more than 16,000 students, the University of Regina is home to 10 faculties, two academic units and approximately two dozen academic departments which have established reputations for excellence and innovative programs leading to bachelor’s, master’s, and doctoral degrees.
With more than 120 undergraduate academic programs and over 80 graduate programs, the University and its federated colleges offer small class sizes, world-class research, and a beautiful campus!
Our alumni – numbering more than 90,000 – contribute to and build our society in Saskatchewan and in Canada. Our history, our accomplishments, and our growth as a university stem from our commitment to working together for the good of our local and global communities.