Executive Assistant to Dean's Office, Haskayne School of Business; Northwest

Overview

The Haskayne School of Business is currently seeking a Full-time Temporary Relief Executive Assistant to the Dean's Office for approximately 15 months.

The Executive Assistant to the Dean's Office is the first point of contact for visitors and provides high-level administrative and project support to ensure the Dean's Office runs smoothly. This position requires the management of multiple and often complex projects in a high-volume, fast-paced workplace, with minimal supervision, as well as day-to-day administrative tasks. The Executive Assistant to the Dean's Office also, as requested by the Dean, provides administrative support to other members of the Senior Leadership Team.

This position works in tandem with and provides backup to the Executive Assistant to the Dean, whose primary responsibility is to provide dedicated senior administrative support to the Dean.

The role demands a strong understanding of the dynamics within an effective senior administrative or executive office. Success in this position requires adept management of time, information, email correspondence, meeting preparedness and document creation.

• Acting as first line of contact for the Dean's Office, ensuring the Dean's Office and the Haskayne School of Business are seen in a positive light.
• Acting as a primary contact and administrator for meetings that fall under the Office of the Dean, including scheduling, preparation and distribution of the agenda and materials, coordination of catering, and minute-taking.
• Ensuring the smooth functioning of the Dean's Office which includes a broad range of administrative responsibilities such as procuring supplies, submitting invoices, and entering, processing and reconciling expense claims in accordance with established University Policies.
• Providing administrative support and services to other members of the Senior Leadership Team as requested to do so, which may include managing calendars, scheduling, travel arrangements, as well as administrative financial support.
• Act as the primary contact for events initiated by the Dean's Office.
• Maintain awareness of upcoming activities and deadlines associated with the Dean's Office and ensure that stakeholders are apprised.
• Ensuring clarity, effectiveness, and timeliness in communication from the Dean's Office.
• Establishing and maintaining an efficient electronic document management system for the Dean's correspondence and files.
• Ensuring confidential and professional interactions with stakeholders through various communication channels, including in-person, over the phone, and electronic communication.
• Providing back-up scheduling and vacation coverage for the Executive Assistant to the Dean as required.
• Prioritizing additional responsibilities and projects as assigned or required to support the Dean.
• Collaborating closely with the Executive Assistant to the Dean's Office to ensure all Dean's office functions are executed effectively.
• Demonstrating familiarity with the University of Calgary Code of Conduct and conducting oneself accordingly in all situations when acting on behalf of the University of Calgary.

• 5+ years of progressive administration experience supporting a Senior Administrative or Executive office, coupled with a relevant education and/or background in business studies (equivalent combinations of skills, education, and experience will be considered).
• Proven advanced proficiency in Microsoft Office applications (Word, Outlook, Outlook Calendar, Excel, PowerPoint).
• Strong familiarity with contemporary technology platforms (e.g., Zoom, Teams) and the ability to leverage such platforms, resolving issues in a timely manner.
• Ability to think critically, exercise good judgment, thrive under pressure, and make key decisions on behalf of the Dean's Office and in other matters.
• Demonstrated strong oral and written communication, team collaboration, and customer service skills.
• Proven track record of excellent organizational, analytical, and problem-solving skills.
• Ability to work both independently and collaboratively within a team.
• Must exhibit professionalism, discretion, courtesy, and respect in all interactions.
• Demonstrated openness to learning and development, tolerance for ambiguity, and a willingness to embrace recent challenges and assignments.
• Familiarity with enterprise systems such as People Soft is considered an asset.
• Knowledge of university policies, procedures, organizational and governance structures considered an asset.

Final date to receive applications:
June 08, 2026

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is classified in the Operational and Administrative Support Career Band, Level 4 of the Management and Professional Staff Career Framework.

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