Executive Assistant

About Us

MacEwan University is where caring faculty help people connect their passions to their future paths. Located in the heart of Edmonton's diverse and dynamic downtown community, and on the traditional lands of Treaty 6 First Nations and homelands of the Métis people, MacEwan is known for exceptional undergraduate learning. With its dedication to teaching excellence, informed by scholarly research, innovation, and creative activity, MacEwan provides an exceptional collaborative and supportive learning environment with a commitment to human rights, environmental sustainability, and opportunities for community engagement. We are committed to creating an equitable, diverse, inclusive, and welcoming community for all peoples, cultures, and identities.

Our comprehensive undergraduate university offers 55 programs to more than 20,000 full- and part-time students in business, communications, community and human services, design, fine and performing arts, health, humanities, natural science, nursing, public safety, and social science. Through a wide array of experiential learning opportunities, and strategic relationships in the community, we partner with others to produce graduates of stature. Along with a robust grounding in their chosen disciplines, MacEwan students are given durable life skills that prepare them to take on the world.

Opportunity

MacEwan University is seeking an Executive Assistant, Office of the President for a full-time continuing opportunity. Reporting to the Chief of Staff, the Executive Assistant provides senior-level administrative and operational support to the President and Vice-Chancellor and the Office of the President.

You will serve as a key point of contact for internal and external stakeholders, managing complex calendars, communications, travel, and office operations. You will also support the coordination of priorities, initiatives, and events, while exercising a high degree of professionalism, political acumen, discretion, and sound judgment.

Key responsibilities include:

• Serving as the first point of contact for the Office of the President by evaluating, redirecting, or responding to requests which includes researching information and providing appropriate responses;
• Managing the dynamic and complex schedule and calendar of the President and Vice-Chancellor, ensuring meetings, events, and other activities and appropriately prioritized;
• Managing correspondence for the Office of the President by reviewing and prioritizing incoming communications, drafting and preparing materials for the President and Vice-Chancellor’s speaking and meeting engagements, routine communications and standard correspondence;
• Coordinating logistics for travel, conferences, and meetings for the President and Vice-Chancellor, ensuring efficient itineraries and the best use of their time;
• Supporting the preparation of weekly Executive Council meetings and bi-weekly Dean’s Council meetings by coordinating meeting attendees, assisting with agenda preparation and compiling meeting materials;
• Contributing to the development, implementation, and ongoing improvement of administrative systems, processes, and protocols within the Office of the President;
• Ensuring the delivery of high-quality, professional documentation through advanced editing, formatting, and quality assurance practices;
• Overseeing daily office operations, identifying opportunities to enhance efficiency, service delivery, and stakeholder experience;
• Developing and maintaining robust records management systems to ensure effective information governance, accessibility, and compliance;
• Preparing reports, dashboards, tracking tools and expenditure disclosure to support operational oversight and decision-making;
• Exercising financial stewardship by reconciling procurement card transactions, reviewing expense claims, and ensuring compliance with institutional policies;
• Managing vendor relationships and procurement processes, including sourcing, quoting, and coordination with internal and external partners;
• Collaborating with the Chief of Staff in planning, coordinating, and executing a wide range of events for the Office of the President, ensuring seamless delivery and alignment with institutional priorities; and
• Assisting with event planning, logistics, and preparation of high-profile campus events in consultation with the Chief of Staff and University Relations.

Skills

You will have:

• Advanced organizational and time-management skills, with the ability to manage multiple competing priorities in a fast-paced environment;
• Strong written and verbal communication skills, including the ability to draft, edit, and proofread professional correspondence and reports;
• Sound judgment, discretion, and the ability to handle highly confidential and sensitive information;
• High attention to detail and accuracy in all aspects of work, including scheduling, documentation, and reporting;
• Proficiency in office software and digital tools such as Microsoft Office Suite, calendar management systems and collaboration platforms;
• Strong interpersonal skills with the ability to interact effectively and professionally with diverse internal and external stakeholders;
• Strong problem-solving and decision-making skills, with the ability to anticipate needs and respond proactively; and
• The ability to adapt to changing priorities and exercise flexibility in a dynamic executive office environment.

Qualifications

• A minimum of a diploma in business administration, office administration, communications, or a related field.
• A minimum of 5 years of progressively responsible administrative experience.
• A minimum of 2 years of experience supporting an executive.
• An equivalent combination of education and experience may be considered.

Position Requirements

• This position is on campus only.

Benefits

When you become part of the MacEwan University team, you will enjoy a competitive salary. Our total compensation package includes:

• Competitive base pay
• Generous vacation time
• Secure pension plan
• Flexible benefits package
• Continuous learning culture
• Opportunities for career growth

How to Apply

To apply, please head to our MacEwan University Opportunities Page, select the job opportunity and click Apply Now. If you require assistance, please contact us at careers@macewan.ca.

If you are experiencing technical difficulties when submitting your application, please try submitting through a different browser (i.e., Safari, Firefox, Chrome, etc.). If the issue persists, please send a screenshot of the error message to careers@macewan.ca so we can assist and ensure your application is received.

This position is included under the Out of Scope employee policy (D1015). Applications sourced through this process may be considered for similar opportunities within MacEwan University.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

MacEwan University is committed to fostering the principles of equity, diversity, and inclusion within our community, and we are dedicated to removing barriers that have been historically encountered and are currently experienced by some members of our society. We welcome and encourage applications from Indigenous peoples, racialized persons, visible minorities, women, persons with disabilities, sexual and gender minorities, and members of all equity-deserving groups. We believe that the diversity of our students, staff, and faculty serves as a strength of our institution and benefit to society. We are committed to ensuring full and inclusive participation for all in our community.

Accessibility Statement

We strive to provide an inclusive and barrier-free work environment, beginning with the hiring process. If you require accommodation, we want to ensure you have the support you need to showcase your abilities. Please contact humanresources@macewan.ca and we will support you to the best of our ability.