Description

The Office of VP Finance is currently seeking a Full-time Regular Executive Assistant.

This position reports to the Executive Director, Office of the Vice-President (Finance and Services) and provides direct executive administrative support to the members of the Finance & Services leadership team (including the VP, AVPs, and Senior Director Internal Audit), working to ensure the smooth and efficient operation of work responsibilities from his/her portfolio.

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

- Strategic management of calendars, 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 rapid paced and fast changing agendas.
- Management of financial responsibilities of the portfolio such as paying invoices and expense reports.
- Assistance in Human Resource activities, such as initiation of on-boarding, job postings, termination process, etc.
- Manages information and correspondence in the office, receives, sorts, and assigns a priority to all incoming information based on expert knowledge of priorities within the portfolio, and deals with items appropriately.
- Works closely with the other executive/administrative assistants to provide comprehensive support to the portfolio, works as an integral part of the team in the office, and initiates a unified and shared approach to work.
- Timely and judicious articulation of those issues about which the VP, AVPs or ED need 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.




- Coordinates the planning of meetings and events, including scheduling, booking rooms and equipment, catering and making travel arrangements for participants if necessary.
- Directly supporting the portfolio in special projects and initiatives including interpretation of information, attending meetings if required, and in coordination with the Executive Director to ensure appropriate representation of the Finance and Services office both in the office and outside.
- Effective administrative support, including preparation of accurate documentation and preparation for the AVPs within senior forums and meetings.
- Support Internal Audit leadership towards the adherence of all standards, including the Institute of Internal Auditor Professional standards.
- Assisting with engagement interview scribing (requires understanding of audit scope, approach, and topic)
- Keeping abreast of developments at the Ministry of Advanced Education, ACUA, CAUBO, OAG, IIA and other post-secondary education or internal audit sites and provide weekly information or relevant webinars, conferences which audit staff can attend.
- Keeping abreast of all key and/or relevant UCalgary policies, standards, procedure and provide awareness training sessions for the department members.
- Ensuring Internal Audit Supplemental Code of Ethics is signed-off on an annual basis.




- Ensuring all key internal documentation (such as assurance manuals, process maps) are current and accessible to all team members.
- Maintaining and updating of the Office of the Internal Auditor's website.
- Monitoring and reporting of all defined IA performance metrics.
- Monitoring and initial follow-up on outstanding management commitments for reporting to the Audit Committee on a quarterly basis.

Qualifications / Requirements

- A post-secondary certificate in office administration and 8+ years experience, including a demonstrated ability to support senior level executives and to work effectively with confidential and sensitive information.
- Direct experience in non-profit organizations and with large ERP systems such as SAP or PeopleSoft and familiarity with financial terminology is considered an asset.
- Expert user of software and technologies common to UCalgary, including PeopleSoft (Finance and Supply Chain Management and HR/Payroll), MS Office Suite and Teams (Word, Excel, PowerPoint, Project, Visio), SharePoint, Outlook, Calendar, Adobe Acrobat Professional, Qualtrics, Drupal, and Internet skills.
- Ability to act decisively and to exercise a high degree of initiative and judgment, especially regarding protocol and management of the Vice-President's and other Principal(s) calendars.
- 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; this position works with a small team of staff in the Executive Office in an environment that is collegial, open and consultative.
- Ability to demonstrate tact, diplomacy, and professionalism,

📌 Executive Assistant, VP Finance (Calgary)
🏢 University of Calgary
📍 Calgary