Exec Assistant to Associate Deans - AA; AESES

Exec Assistant to the Associate Deans - AA1 (AESES)

College of Community & Global Health

Rady Faculty of Health Sciences

Position number: 37901

Exec Assistant to the Associate Deans - AA1 (AESES)

New Regular Continuing Full-Time (Budget Funded)

Full-time:
Yes

Permanent:
Yes

Work schedule:

35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)

Salary: $27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)

Expected Start Date July 13, 2026

840 hours worked

For more information please contact:
Erin Langford -

MINIMAL FORMAL

EDUCATION REQUIRED:

• Knowledge of university regulations, programs and procedures as they relate to the function/program.

EXPERIENCE:

• One year of directly-related administrative experience is required.
• 3 years of experience in a senior administrative or executive support role is preferred.
• Proven experience supporting senior leadership in a complex organization, with a high degree of discretion, professionalism, and judgment.
• Experience preparing briefings, agendas, and official correspondence, with sensitivity to institutional tone and context.
• Familiarity with university governance, administrative structures, and decision-making processes is an asset.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Exceptional communication skills (verbal and written), with the ability to represent the Dean’s Office in a professional and inclusive manner is required.
• Strong organizational and project coordination skills, with the ability to prioritize tasks, manage competing deadlines, and anticipate needs is required.
• Proficiency with administrative tools and enterprise systems (e.g., Microsoft Office, Adobe, VIP, Concur, EPIC); comfort adapting to new platforms are required.
• Demonstrated ability to work independently while collaborating closely with others, including in sensitive or high‑pressure situations is required.
• High attention to detail, with sound judgment in managing confidential information and institutional workflows is required.
• Strong interpersonal skills grounded in cultural humility and a commitment to equity, diversity, inclusion, and accessibility (EDIA) is required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED

QUALIFICATIONS:

• A demonstrated commitment to EDIA principles and to ongoing professional learning is considered an asset.

The Executive Assistant (EA) to the Associate Deans is responsible for providing high‑level administrative support to ensure the efficient operation of the Dean’s Office. The EA works independently and collaboratively to carry out the following key responsibilities:

Calendar & Meeting Coordination:

• Maintains the Associate Deans’ schedules by coordinating activities, meetings, and appointments with internal and external stakeholders.
• Manages calendar priorities to reflect institutional goals and ensure appropriate triaging of requests.
• Coordinates travel arrangements and processes all related expenses through Concur for the Associate Deans.
• Manages expenses from individual and pooled travel funds related to the Associate Deans and the CCGH Dean’s Office.
• Reviews and manages incoming correspondence; initiates responses or redirects inquiries as appropriate.
• Drafts, edits, and formats communications for the Associate Deans’ signatures, including confidential and time‑sensitive materials.
• Screens material submitted to the Associate Dean(s), initiating follow‑up and preparing correspondence in alignment with the CCGH tone and values.
• Coordinates with faculty and administrative staff to distribute information from the Dean’s Office.
• Reviews Research Ethics submissions and FAAFs requiring a signature from the Associate Dean(s).
• In collaboration with the EA to the Dean, assists with coordination of digital communications requests with the RFHS Communications Team, including website updates and research profile revisions.
• Collaborates with the EA to the Dean and with the RFHS Communications Team to prepare and distribute promotional materials for College events, such as…