Executive Assistant and Coordinator Portfolio Initiatives

The Vice-Provost (Indigenous Engagement) is seeking a Full time Limited Term Executive Assistant and Coordinator portfolio initiatives for approximately 2 years. This key administrative and strategic support role is within the Office of the Provost and Vice‑President (Academic). It reports directly to the Office of the Provost Operations Manager and works closely with the Vice-Provost.

The role provides senior‑level executive assistance while coordinating and delivering strategic initiatives and governance activities across the Vice‑Provost portfolio, supporting cross‑functional teams and contributing to the advancement of institutional Indigenous Engagement priorities and respectful relationships with Indigenous communities.

Key Responsibilities

- Provide comprehensive executive assistance to the Vice‑Provost, including calendar management, meeting preparation, correspondence, and travel coordination.
- Ensure the Vice‑Provost is well‑informed and prepared for meetings, events, and emerging issues of importance and sensitivity.
- Prepare documents, reports, and presentations that are polished and error‑free.
- Maintain confidential records and files, including archiving and secure document management.
- Coordinate and support financial administration activities for the Vice‑Provost, including expense claims, travel expenses, and other financial transactions in accordance with university policies.
- Collaborate with Coordinators, Executive Assistants, and members of the Provost Office Team to ensure seamless coordination across the office.
- Support the coordination and implementation of strategic initiatives within the Vice‑Provost (Indigenous Engagement) portfolio, including initiatives connected to the ií'taa'poh'to'p strategy, commitments related to Truth and Reconciliation, and Indigenous community engagement.
- Provide strategic and administrative coordination support for Indigenous Engagement initiatives, academic projects, and institutional activities led by the Vice‑Provost (Indigenous Engagement), including supporting communications, stakeholder engagement, and follow‑up activities related to institutional priorities and strategic initiatives.
- Support the planning and coordination of Indigenous‑focused academic and institutional initiatives, including projects related to Indigenous student success, Indigenous research and scholarship, Indigenous ways of knowing, curriculum and academic planning, and community partnerships in accordance with appropriate cultural protocols and practices.




- Coordinate and support Indigenous engagement activities, ceremonies, gatherings, and community meetings, ensuring appropriate cultural protocols, honoraria, gifting practices, and logistical requirements are followed.
- Assist with the preparation and coordination of briefing materials, reports, presentations, correspondence, and background documentation related to Indigenous Engagement priorities and strategic initiatives.
- Facilitate collaboration and information sharing across the Vice‑Provost (Indigenous Engagement) portfolio, faculties, administrative units, and external Indigenous partners to support institutional priorities and advance Indigenous Engagement initiatives.
- Monitor documentation, timelines, and deliverables associated with strategic initiatives and institutional commitments within the Indigenous Engagement portfolio.
- Serve as a primary point of contact and liaison between the Vice‑Provost (Indigenous Engagement), senior university leadership, faculties, administrative units, Indigenous communities, Elders, Knowledge Keepers, external organizations, and government partners.
- Proactively gather, analyze, and synthesize information from a variety of sources to support executive decision‑making, strategic planning, issue identification, and the advancement of portfolio priorities.
- Coordinate governance‑related activities, including committee scheduling, agenda development, minute‑taking, and follow‑up on action items.
- Support the development and implementation of academic policies and frameworks that promote innovation, equity, and excellence.
- Coordinate and support Indigenous advisory circles, committees, and governance structures, including agenda development, preparation of Terms of Reference, meeting logistics, minute‑taking, action tracking, and follow‑up.

Qualifications

- A post‑secondary degree or diploma in a relevant field; a university degree is preferred.
- Minimum 5 years of experience in executive support or academic administration, preferably in a post‑secondary environment.
- Minimum 3 years of experience in project coordination.
- Significant administrative experience with emphasis on decision‑making, discretion, and organizational excellence.




- Superior oral and written communication skills, with attention to detail and professionalism.
- Demonstrated ability to work independently and collaboratively in a fast‑paced, dynamic environment.
- Proficiency with Microsoft Office, collaborative tools (Teams, SharePoint, To Do), and university systems (PeopleSoft, UCLASS).
- Experience and/or familiarity with AI tools is an asset.
- Demonstrated understanding of Indigenous histories, cultures, worldviews, and contemporary realities in Canada, including the impacts of colonization and the Truth and Reconciliation Commission Calls to Action.
- Demonstrated ability to build and maintain respectful, reciprocal, and culturally responsive relationships with Indigenous Peoples, communities, Elders, Knowledge Keepers, organizations, and partners.
- Demonstrated knowledge of Indigenous cultural protocols and practices, including appropriate engagement and ceremonial protocols when working with Elders, Knowledge Keepers, and Indigenous communities.
- Experience working in partnership with Indigenous communities, organizations, and/or Indigenous‑serving initiatives is preferred.
- Demonstrated commitment to reconciliation, Indigenous engagement, and ongoing learning related to Indigenous ways of knowing and being.

Application Deadline

July 21, 2026

Position Classification

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

Equity, Diversity and Inclusion Statement

As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding diversity, equity and inclusion at UCalgary can be sent to the Office of Institutional Commitments at and requests for accommodations can be sent to People & Culture at

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📌 Executive Assistant and Coordinator Portfolio Initiatives, Vice-Provost (Indigenous Engagement) (Calgary)
🏢 University of Calgary
📍 Calgary