Job Description

Executive Assistant to the Dean

The University of Manitoba is a driving force of innovation, discovery and advancement. Our momentum is propelled by our campus community - UM faculty, staff and students whose determination and curiosity shape our world for the better. Our teaching, learning and work environment is uniquely strengthened and enriched by Indigenous perspectives. With two main campuses in Winnipeg, satellite campuses throughout Manitoba, and world-wide research, UM's impact is global.

Discover outstanding employee benefits, experience world-class facilities and join a dynamic community that values reconciliation, sustainability, diversity, and inclusion. We are one of Manitoba's Top Employers and one of Canada's Best Diversity Employers. At the University of Manitoba, what inspires you can change everything.

The opportunity:

The Executive Assistant (EA) to the Dean plays a pivotal role in supporting the leadership of the College of Community & Global Health (CCGH). As the primary point of contact for the Dean's Office, the EA ensures the smooth operation of the Dean's schedule, communications, and daily activities. This position requires a high degree of professionalism, discretion, and independent judgment, with responsibilities that include managing confidential correspondence, coordinating meetings and events, and supporting strategic initiatives across the College.

Working closely with the Managing Director, HR Assistant, and Associate Deans, the EA contributes to the effective functioning of the Dean's Office and broader College operations. The successful candidate will bring strong organizational and communication skills, a keen attention to detail, and the ability to navigate complex administrative systems. Familiarity with university governance and a commitment to equity, diversity, inclusion, and accessibility are essential in this dynamic and collaborative environment.

The qualifications and experience we're looking for:

Executive & Confidential Support

Provides confidential administrative support to the Dean & Office of the Dean Supports preparation of events involving the Dean Maintains secure filing systems Assists with implementation of college operations & strategic initiative

Calendar & Meeting Coordination

Manages the Dean's schedule, prioritizing meetings & appointments aligned with institutional goals Coordinates travel & processes related expenses via Concur Oversees individual & pooled travel funds Communication & Correspondence Handles incoming correspondence, drafts & formats confidential communications, & ensures alignment with college tone Coordinates with faculty/staff to disseminate information Coordinates digital communications & promotional materials in collaboration with RFHS Communications Reviews REB submissions & FAAFs for Dean's signature

Committee & Meeting Support

Provides executive support to college committees (e.g., Council, Executive, Strategic Planning); schedules, prepare agendas, records minutes, tracks actions & ensures follow-up Coordinates reports for Senate & accrediting bodies

Event & Project Coordination

Coordinates logistics for college events (e.g. retreats, colloquia) Compiles content for college reports & publications

College Systems & Records

Maintains procedure manuals, committee terms & by-laws Tracks memberships & elections Manages distribution lists for faculty, staff & students

Campus & Facilities Support

Manages key inventory, card access, work orders & office space Supports capital equipment tracking

HR Collaboration

Works with Dean's Office staff on processes like Promotion & Tenure, onboarding & leaves Provides backup support

Other Duties

Supports special projects & assists with new initiatives May be required to perform related duties not exceeding skills & capabilities as required

Why the University of Manitoba?

Along with being one of Manitoba's top employers, we are proud to provide a collaborative and enriching work environment. In addition to a strong compensation package with a competitive salary, the University provides an exceptional workplace that includes:

Comprehensive group benefits and pension plan. Competitive vacation time. Employee and Family Assistance Program. A full spectrum of professional development opportunities.
Apply today through the University of Manitoba's recruitment site, UM Careers

Closing Date: September 5, 2025

Applications will only be accepted if you apply on UM Careers.

The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).

If you require accommodation supports during the recruitment process, please contact 204-474-7195. Please note this contact information is for accommodation reasons only.

Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of The Freedom of Information and Protection of Privacy Act (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.

Job Type: Full-time

Pay: $54,081.76-$75,714.47 per year

Work Location: In person