Executive Assistant to the VP University Advancement

Founded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. Mount Royal has carved out a distinct niche by offering smaller class sizes, a robust liberal education and unique undergraduate programs. Currently, more than 15,000 credit students choose from 13 bachelor degrees and 38 majors.

Mount Royal University is located in the traditional territories of the Niitsitapi (Blackfoot) and the people of the Treaty 7 region in southern Alberta, which includes the Siksika, the Piikani, the Kainai, the Tsuut'ina and the Iyarhe Nakoda. We are situated on land where the Bow River meets the Elbow River. The traditional Blackfoot name of this place is "Mohkinstsis," which we now call the city of Calgary. The city of Calgary is also home to the Métis Nation.

Mount Royal University is committed to removing barriers and fostering the inclusion of voices that have been historically underrepresented or discouraged in our society. In support of our belief that diversity in our faculty and staff enriches the work, learning and research experiences for the entire campus community, we strongly encourage members of the designated groups (women, Indigenous Peoples, persons with disabilities, members of visible minorities, and diverse sexual orientation and gender identities) to apply and self-identify.

The Office of University Advancement supports Mount Royal University through Marketing & Communications, Alumni Relations, and Development support.

Working directly with the vice-president of University Advancement, the executive assistant performs senior administrative functions to support the vice-president’s institutional advancement activities, specifically in the areas of government and community relations, alumni, communications, fundraising, marketing, media relations and special events.

The incumbent will guide overall office management and have responsibility for ensuring important contacts and relationships are maintained. The incumbent relieves the vice-president of many administrative details, develops their own routines and frequently works independently to complete various assignments. The incumbent will experience heavy workloads, competing priorities and shifting priorities.

As a key member of the administrative team, the Executive Assistant also provides support to other members of the executive team as required.

Administrative Support to the Vice-President

• Proactively manage the schedule of the Vice-President, including prioritizing and scheduling on- and off-campus meetings, and various committee meetings.

• Monitors deadlines and ensures the vice-president is prepared and aware of upcoming deadlines and meetings.

• Manages vice-president’s email inbox, flagging items that require the vice-president’s attention as well as archiving emails that have been dealt with.

• Prepare briefing packages in preparation for all meetings for Vice-President

• Assist with the preparation and entering of debriefing notes from donor calls into the CRM system

• Assist in the preparation of planning documents, proposals, and presentations for internal and external meetings

• Monitors and manages routine mail and correspondence for the Vice-President, proactively responding to or directing inquiries from donors, administration and board members

• Providing direct support to other members of the executive team as required.

• Liaise with the president’s office, other vice-presidents and deans, providing information and support as necessary

• Coordinates briefing note process in preparation for all meetings for the vice-president, president and chancellor.

• Draft correspondence on behalf of the Vice-President

• Works with associate vice-president and directors to ensure that timelines are met and that information is in the correct format for submission to the University board of governors and Foundation board of directors for their regular meetings.

• Handle sensitive and confidential information with discretion and confidentiality

• Coordinate registrations, arrange travel, and complete expense reports

• Assist in developing and tracking the University Advancement division budget and assist in the reconciliation of divisional expenses

• Assist with preparation of materials for the Board of Governors and Foundation Board of Directors

• Provide guidance to other University Advancement staff on matters relating to the division

• Facilitate HR-related processes including new employee requirement

• Manage payroll/timesheet coordination and expense approvals

• Gather background for the Vice-President on matters of interest to University Advancement

• Assist in various, regular and ad hoc administrative functions on University Advancement matters as necessary, including coordination of general office operations and divisional events

• Follow through on matters arising from meetings and act as information source for others as necessary

• Attends bi-weekly management meetings, and records action items.

• Follows through on matters arising from meetings and acts as information source for others as necessary.

General Office Support

• Coordinates general office operations and divisional events, and provides guidance to other University Advancement administrative staff on matters relating to the division.

• Manages expense approvals for the vice-president, directors and associate vice-president.

• Works closely with other administrative professionals to provide rotational lunch coverage for reception and when required.

• Provides support to other members of the executive team as required.

Financial Management

• Processes monthly invoices.

• Reconciles and submits monthly P-Card and other expenses for vice-president.

• Prepares quarterly online postings of expenses for vice-president.

• Monitors budgets for vice-president’s office.

Other duties as assigned

Education:

• University Bachelor's Degree is preferred.

Experience:

• 6 – 10 years of senior administrative experience. The incumbent must have superior administrative skills and a demonstrated ability to work with senior-level professionals and executive members. They must be familiar with the organizational structure and have an understanding of University operations.

Skills and additional requirements:

• 6 -10 years of senior administrative experience in an executive office

• Relevant post-secondary education

• Excellent written and oral communication skills

• Sound judgement and decision-making skills

• Demonstrated ability to interact tactfully and diplomatically with diverse stakeholders at the senior level

• Ability to organize and multitask in a fast-paced environment

• Self-starter with initiative and ability to work independently.

• Proficient in Google Enterprise suite of products

Talented and committed employees are the driving force behind student success. We strive to be an employer of choice among Canadian post-secondary institutions. 

At Mount Royal University, we recognize that people are a combination of many intersecting identities; we work to cultivate an environment that welcomes the whole person, and harnesses the strength that is available in our diversity, creating a rich and inclusive workplace.

Investing in the learning and development of our employees benefits the individual and the University. A variety of services, resources and programs encourage a healthy, productive workplace. Mount Royal University offers a competitive total compensation package including health and dental benefits, pension, health and personal spending accounts, paid vacation, winter holiday closure, personal days and free membership in our fully equipped recreation centre. 

Our campus offers the convenience of a full medical clinic, dentist and pharmacy, as well as a variety of wellness services such as physiotherapists and massage therapists. Campus Recreation offers many activities, including personal training, climbing, aquatics, sports and certifications for students, employees and the public.

Salary: $62,048 - 78,466 per annum

Closing Date: April 28, 2024

A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).