Position Information

Position Title

Executive Assistant (Designated Position)

Department/Unit

Indigenous Relations

Location

Halifax, Nova Scotia, Canada

Posting Number

S174-25

Employee Group

DPMG

Position Type

Regular, On-Going

Duration of Contract (if applicable)

Employment Type

Full Time

Full-time Equivalency (FTE)

1.0 FTE

Salary

$59,555 - $79,673 per annum

Classification

ADM-05

Provisional Statement

About Dalhousie University

Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

Job Summary

The Office of the Vice-Provost Indigenous Relations works to develop, implement, and promote high-visibility, high-impact initiatives for Indigenization, decolonization, and reconciliation. The Office advances necessary and constructive change; works to enhance the access, experience, and engagement of Indigenous faculty, staff, and students at Dalhousie; and continues to strengthen relationships and collaborate directly with local and regional Indigenous communities served by Dalhousie. Reporting to the Vice-Provost Indigenous Relations (VPIR), the Executive Assistant will provide executive support to the VPIR and oversee the operations and day-to-day business activities of the Office of the VPIR, serving as a strategic team member.

Key Responsibilities

• Manage key internal and external relationships and partnerships on behalf of the VPIR, serving as the primary point of contact. Respond directly to inquiries, handling sensitive personnel, student and community matters with discretion and cultural awareness. Screen and manage phone calls, emails, and other correspondence, prioritizing and flagging key communications.

• Plan, prioritize, and execute an efficient work schedule for the VPIR to optimize time, ensuring critical and priority issues are strategically addressed in a timely manner, and balance multiple conflicting demands and time sensitive and/or emergency situations.

• Conduct research and compile information for strategic planning sessions, meetings, reports and decision-making. Provide insights and recommendations, and act as an information resource. Prepare and edit reports, presentations, memos, newsletters, and other documents.

• Organize complex meetings, including logistics, preparing briefing materials, planning and managing long-term agendas, and completing follow-ups. Plan, organize and assist with events, consultations, programs, initiatives, and ceremonies with internal and external partners.

• Manage special projects, including budget, direction and outcomes. Track project deadlines and deliverables. Assist in tracking and reporting on progress toward Indigenous Strategy implementation.

• Prepare and manage annual budget. Act as office contact for Financial Services for finance-related matters and ensure follow up is completed. Complete quarterly and monthly budget reviews and forecasts, present analyzed recommendations as required.

Note

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. In keeping with the principles of Dalhousie’s Employment Equity Plan, this position is designated to candidates who self-identify as members of one or more of the following groups: Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), members of other racialized groups, persons with disabilities, women, and persons identifying as members of 2SLGBTQIA+ communities. Preference will be given in hiring processes to candidates who self-identify Indigenous Peoples of Turtle Island (especially Mi’kmaq).

Note: To be eligible for this position, you must self-identify as belonging to one or more of the equity-deserving groups listed above. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please visit www.dal.ca/hiringfordiversity.

Due to operational requirements, the successful applicant is required to work in-person on campus.

Required Qualifications

• Undergraduate degree in Business Administration or related field plus approximately three to five years’ progressive relevant experience supporting a senior administrative role (or equivalent combination of training and experience). A combination of education and experience working with Indigenous communities, or lived experience is preferred.

• Experience handling a broad range of administrative tasks including speech, correspondence, report writing, budget preparation and financial management, including matters of a highly confidential and sensitive nature.

• Demonstrated excellent interpersonal and communication (verbal and written) skills, including the proven ability to work with, and support, a wide diversity of individuals, groups, and communities.

• Proven initiative, and organizational and problem-solving skills with the demonstrated ability to independently manage multiple priorities and projects in a time-sensitive, shifting, and often stressful work environment.

• Strong technology skills with proficiency in a range of software, including Office 365, and digital tools, proven ability to learn new programs, and experience utilizing search engines and supporting workflows and hybrid working.

Assets

• Demonstrated experience on Indigenous education, policies, and good knowledge related to the VPIR’s role, and partnership with Indigenous communities and organizations on and off campus.

• Experience in a university or any academic setting.

Job Competencies

The successful candidate is expected to demonstrate proficiency in Dalhousie’s core and leadership competencies, in particular:

• Self-Awareness & Professionalism

• Respect & Inclusion

• Adaptability

• Knowledge & Thinking Skills

• Communication

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Application Consideration

Applications from current university employees and external candidates are assessed concurrently. Current university employees will be given special consideration.

We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.

Diversity Statement

For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please visit www.dal.ca/hiringfordiversity**.**

If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here.

Posting Detail Information

Number of Vacancies

One (1)

Open Date

10/03/2025

Close Date

10/31/2025

Open Until Filled

No

Special Instructions to Applicant

Quick Link for Direct Access to Posting

https://dal.peopleadmin.ca/postings/19596