Executive Assistant, Information Technologies

The University of Calgary - Calgary, AB (30+ days ago)

Apply Now

Position Overview

Information Technologies is currently seeking a Full-time Regular Executive Assistant.

The Executive Assistant reports to the Executive Director, Office of the Vice-President (Finance and Services) and supports the Chief Information Officer (CIO). The work requires a strong understanding of how a highly functioning senior administrative office should run including Information Technologies (IT) best practices, policies, and procedures.

Success in this position includes effective management of senior administrative responsibilities and processes as well as the creation of various reports. It requires significant knowledge of university-wide practices and the complexities of the university's organizational structure, as well as a comprehensive understanding of the CIO's priorities, portfolio and commitments.

This position requires the ability to exercise considerable judgment and independent thought concerning the effective management of information, both internally and externally, including specialized administrative functions. The ability to communicate with internal stakeholders at all levels of the institution, as well as various external stakeholders is critical to the success of this position. High work volume, high need for accuracy, fast paced, deadline driven and constant moderate stress are components of the job. Continuous change, shifting priorities and frequent interruptions are part of a normal work day.

Flexibility and a willingness to adapt to regular changes in schedules and working hours are necessary.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Effective representation of the University and the IT portfolio in all contacts, ensuring the right tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise
Strategic management of the CIO's schedule, applying standards that provide a balance between meeting and office/work time, reflect realistic priorities in terms of who and when to book into the calendar, and allow sufficient flexibility for shifts in response to the fast paced and fast changing agenda of an AVP
Management of financial responsibilities of the portfolio such as purchasing and reconciling expense reports. Assistance in IT activities, such as initiation of onboarding, job postings, termination process, event facilitation, etc
Effective administrative support, including preparation of accurate documentation and preparation for the CIO within senior forums and meetings
Coordinating meetings, taking minutes, handling and following up on action items
Provide administrative support to the IT Emergency Response Team
Timely and judicious articulation of those issues about which the CIO needs to be aware, and/or which they alone can address or refer
Collaborative interaction with the portfolio's direct reports, senior administrators and other campus units in setting appointments
Effective management of assigned projects, establishing and maintaining the required collaborative relations and putting them to best use in achieving desired outcomes
Directly supporting the portfolio in special projects and initiatives including interpretation of information, attending meetings if required
Effective management of the external CIO email mailbox to ensure critical information is responded to appropriately
Assume responsibility and accountability for projects assigned by the CIO
Accurate, timely and skillfully formatted documents and document packages as required
Effective representation of the University and the IT department in all contacts, ensuring the right tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise
First point of contact for facility/office space issues for the department
Other duties as assigned

Qualifications / Requirements:
A post-secondary certificate and 5 to 7 years' experience, including a demonstrated ability to support senior level executives
Previous experience in administrative support positions for senior-level executives / bureaucrats in a university, government ministry, agency or public sector organization OR has worked as an executive assistant to a senior leader (AVP/VP) of a large, multi-faceted private sector company or not-for-profit organization
Direct experience with large ERP systems such PeopleSoft and familiarity with IT terminology (Information Technology Infrastructure Library [ITIL]/IT Service Management [ITSM]) is considered an asset
An equivalent combination of education and experience may be considered
Superior proficiency in Microsoft Office suite
Experience with Microsoft SharePoint also considered an asset
Ability to act decisively and to exercise a high degree of initiative
Ability to work independently and yet be a dedicated and committed team player
Ability to demonstrate tact, diplomacy, and professionalism, and exercise discretion in dealing with highly sensitive and confidential materials
Ability to work well under pressure, prioritize work and meet deadlines; strong interpersonal skills and ability to work with multiple stakeholders, responsibilities and projects
Excellent communication skills, both written and verbal
Knowledge of University reporting and organizational structures, along with the governance and committee structures, including the decision-making process and areas of jurisdiction within the University preferred
In addition to providing support to the CIO, the incumbent directly supervises the Administrative Coordinator

Application Deadline: December 13, 2019

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.

Additional Information

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

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website .

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca .

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.