About Bow Valley College

Bow Valley College is Calgary’s college with local impact and global reach, serving more than 15,000 students. We launch our students

by preparing them for in-demand jobs through high-quality, future-oriented education. We advance our graduates into careers in healthcare, technology, business, entertainment arts, social services, and more, contributing to our economy and community. We evolve our students through work-integrated learning, upskilling, and reskilling.

Proud to be named one of Canada’s Top 50 research colleges, our applied research focuses on health and educational technology, and social innovation. Home to the Digital Entertainment Nexus, Calgary’s first esports arena, and the Bears varsity team, Bow Valley College is celebrating 60 years of student success. Learn more about the opportunities we create at bowvalleycollege.ca.

Position Summary

Reporting to the Lead, Executive Office, the Executive Assistant provides comprehensive, professional support to the Executive Team and plays a critical role in the effective operations of the Executive Office. This position is responsible for high-level coordination across a wide range of executive functions, including strategic calendar management, internal and external communications, meeting planning and logistics, budgeting support, policy and procedure research, documentation preparation, and the coordination of materials requiring Executive review and approval. Acting with initiative and sound judgment, the Executive Assistant works independently under general direction and is expected to demonstrate strong decision-making, problem-solving, and project management capabilities.

Executive and Strategic Support

The Executive Assistant strategically manages the calendars of Executive Team members to ensure time is allocated effectively and priorities are balanced. This includes resolving scheduling conflicts, anticipating needs, and ensuring Executives are fully prepared for meetings with appropriate documentation and briefing materials. The role prioritizes and responds to inquiries, troubleshoots issues, and makes recommendations to support smooth daily operations.

The incumbent supports the planning and execution of Executive Team meetings, Board and Council meetings, Strategic Council, Dean’s Council, and other committees as required. Responsibilities include preparing agendas, presentations, minutes, correspondence, reports, and meeting materials. The Executive Assistant liaises with internal departments and external stakeholders—including Board members, legal counsel, donors, union executives, government officials, and community partners—while promoting a positive and professional image of the College.

Additional responsibilities include coordinating travel arrangements, processing expense claims, supporting project coordination, maintaining communication bridges between the Executive Office and internal departments, and working closely with the Communications team to support internal updates, including College Connect postings.

Information and Document Management

The Executive Assistant manages incoming information and correspondence, assigning priority based on an expert understanding of Executive and organizational priorities. The role reviews and processes documents requiring Executive signature, ensuring accuracy and compliance with College policies.

This position prepares presentation materials, briefing notes, and speaking materials, and ensures that decisions, contracts, invoices, reports, and key correspondence are documented and stored appropriately using platforms such as SharePoint, MS Teams, and other enterprise systems. A high level of technical proficiency in information management and minute-taking is essential.

General Executive Office Administration

Working independently with limited supervision, the Executive Assistant gathers and organizes information, maintains records, evaluates approaches to projects, develops tools, and utilizes available resources to achieve desired outcomes. The role supports confidential administrative matters that directly impact the College’s labour relations strategy, including handling sensitive documentation related to collective bargaining and grievance processes.

The position is responsible for booking meeting spaces, coordinating hospitality, registering Executives for conferences, managing subscriptions and association dues, processing requisitions and invoices, reconciling credit card statements in accordance with Delegated Signing Authority Policy, and maintaining office supplies and the professional aesthetic of the Executive Office. The incumbent cross-trains with other Executive Assistants and supports additional portfolios as required.

Professionalism, discretion, and confidentiality are paramount. The Executive Assistant serves as an ambassador for the Executive Office and must maintain credibility, trust, and strong working relationships across the College and with external partners.

Requirements

Minimum Qualifications:

• Related post-secondary diploma

• Minimum five (5) years’ experience in a senior administrative support role, preferably within an Executive Office

• Advanced proficiency in Microsoft Office

• Strong understanding of confidentiality and discretion in handling sensitive information

• Demonstrated technical proficiency in administration, minute-taking, and information management

• An equivalent combination of education and directly related experience may be considered

Preferred Qualifications:

• Superior written and verbal communication skills with demonstrated ability to prepare high-quality documentation and correspondence

• Exceptional attention to detail and ability to manage confidential material

• Ability to manage a high volume of work with minimal supervision

• Strong sense of urgency and responsiveness

• Demonstrated interpersonal and stakeholder relationship skills

• Knowledge of complex planning, implementation, and project management practices

• Adaptability and flexibility in dynamic environments

• Knowledge of administrative functions within a public sector, board-governed post-secondary institution; previous experience at Bow Valley College is considered an asset

• Ability to effectively engage with diverse stakeholder groups

If your education was received internationally we will require you provide an international education assessment through IQAS, WES, or one of the other nationally designated organizations upon hire.

Closing Date: March 9th, 2026

This opening is a continuous (exempt) position. Please note all successful candidates will be required to provide copies of government issued identification and proof of educational qualifications upon hire and may be required to provide an enhanced police information check.

Diversity and Inclusion Commitment

Bow Valley College is strongly committed to fostering diversity and inclusion within our community. We welcome applications from qualified candidates who would contribute to the further diversification of our employees including, but not limited to, visible minorities, Indigenous peoples, persons with disabilities and persons of any sexual orientation or gender identity.