Job Description

Job Title
Executive Assistant to the Vice President, Community Engagement
Job Type
Permanent
Union
Exempt
Position Classification
EEL3 Exempt Level 3
Salary Grade
FT or PT
Full-time
Hybrid Work
This position is ineligible
Position End Date (if applicable)
Location
MRU Main Campus - Calgary, AB T3E 6K6 CA (Primary)
About this Position
Note: Only internal candidates are being considered for this position.
About The Office Of Community Engagement
The Office of Community Engagement supports Mount Royal University through Marketing & Communications, Alumni Relations, Development, Government Relations, Advancement Services & Annual Giving, and Community and Belonging support.
About The Role
Working directly with the Vice-President of Community Engagement, 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.
Responsibilities
Administrative Support to the Vice-President
Manages daily schedule of the Vice-President, including scheduling of on and off campus meetings, individual/committee meetings, etc.
Prioritizes appointments/meetings and proactively resolves calendar scheduling conflicts.
Assists in the preparation of planning documents, proposals, and presentations for internal and external 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.
Monitors and manages mail and correspondence for the Vice-President.
Works with Associate Vice-Presidents 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.
Responds to or directs inquiries from donors, administration and board members.
Liaises with the President's Office, and offices of other Vice-Presidents and Deans to provide information and support as necessary.
Composes correspondence on behalf of the Vice-President.
Coordinates briefing note process in preparation for all meetings for the Vice-President, and President and Chancellor.
Gathers background information for Vice-President on matters of interest to Community Engagement.
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.
Handles sensitive and confidential information with discretion and confidentiality.
Coordinates registration, arranges travel plans and completes expense reports and attendance at workshops and conferences, meetings, etc.
General Office Support
Coordinates general office operations and divisional events, and provides guidance to other Community Engagement administrative staff on matters relating to the division.
Manages expense approvals for the Vice-President, Associate Vice-Presidents, and Directors.
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
Qualifications
Education:
University Bachelor's Degree or 8 years of related experience.
Experience:
6 - 10 years of senior administrative experience.
Skills and additional requirements:
Strong administrative and decision making ability.
Demonstrated ability to interact tactfully and diplomatically with diverse contacts and senior executives.
Ability to organize and multitask in a fast-paced environment.
Self starter with initiative and ability to work independently.
Strong computer skills.
Salary: $63,909.00 - 80,820.00 per annum
Closing Date: September 18, 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).
We encourage all qualified applicants to apply, however, Canadian citizens, permanent residents and others currently legally authorized to work in Canada will be given priority. Please note only applicants selected for an interview will be contacted. After the close date, you can check on the status of your application through your Career Centre. New career opportunities arise frequently and are posted as they become available. Please check back often to view our latest postings on our Career Opportunities page.
If you require accommodation to participate in the recruitment process, please notify and we will work together on your accommodation request.
About MRU
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. A student-focused undergraduate university built on teaching excellence, Mount Royal University is known for our top-calibre programs, high-quality teaching and learning experience, robust delivery of liberal education, scholarly teaching, experiential learning and undergraduate research. MRU serves approximately 15,782 students, including 11,752 full-time and 4,030 part-time learners. MRU offers 13 bachelor's degrees encompassing 37 majors across faculties such as Arts, Business, Communications, Health, Community & Education, and Science & Technology. With over 74% of its student body drawn from the local area, Mount Royal University primarily serves Calgary and its surrounding region. MRU is a diverse yet close community with over 1,800 employees. Mount Royal provides employees the support they need to lead and advance institutional goals. Learn more about MRU's and .
What We Offer
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 MRU, 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. MRU offers a competitive total compensation package including learning/training paid by employer, paid vacation, winter holiday closure, personal days and a free membership in our fully equipped recreation centre. Positions over six months may also be eligible for health and dental benefits, pension, health and personal spending accounts, and disability benefits.
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, fitness classes, climbing, aquatics, sports, tournaments and certifications for students, employees and the public.

Skills Required