Executive Assistant to Director, SPP Administration, School of Public Policy

Description The SPP Administration within the School of Public Policy is currently seeking a Full-time Regular Executive Assistant to Director. The EA reports directly to the Director of the SPP and James S. and Barbara A. Palmer Chair in Public Policy (the Director) and serves as the central hub of coordination for the Director's Office. This position ensures that the Director is provided with senior level administrative support that excels in meeting the administrative needs of the Director with integrity, discretion, diplomacy, speed and efficiency and a strong work ethic, providing support of top quality. The EA also provides as-needed administrative support to the Associate Director of the SPP. The EA deals with highly confidential materials, requiring the exercise of utmost discretion and discrimination, judgment, and independent thinking concerning the effective management of information, both internally and externally. The Director role involves many different relationships, expectations and commitments, and involves constantly evolving sets of meetings, events, correspondences and strategic planning efforts, all of which involve correspondingly complicated calendar and travel management needs. The EA constantly multi-tasks and weighs situations with full understanding of the impact of decisions, and exhibits diplomacy and calm with all internal and external stakeholders. This position normally works Monday to Friday, 8 A.M. to 4 P.M, 7 hours per day (35 hours per week). As with any professional role, due to often-shifting priorities, evening and weekend extra hours are occasionally required but compensated for with flexibility at other times. Summary of Key Responsibilities (job functions include but are not limited to): In addition to the main requirements noted above, the EA: Is responsible for calendar and correspondence management and content, travel arrangements, and coordination of meetings and event/speaker participation for the Director and as needed to the Associate Director. Protects the time of the Director by appropriately prioritizing incoming correspondence and appointment requests. Is responsible for the management of efficient Director and Associate Director meetings, retreats, other sessions and processes, related to departmental or governance committees chaired by the Director, including the Executive Committee, the Advisory Council, faculty and area Director meetings and other committees and ad hoc meetings as may be required; and is responsible for management of invitations, follow-ups, agendas, minutes, follow-ups, filing and other logistics including sourcing, obtaining, preparing and collating materials (handouts, presentations, charts, graphs, drawings, etc.) as needed. Provides administrative support for strategic planning, budget planning, key performance indicator development and tracking, organization and policy development. Ensures that the Director and Associate Director are aware of relevant events and University-wide meetings, and works in advance of these activities to determine and assemble required documentation and material. Triages and escalates matters appropriately, when and where required, and responds efficiently and effectively to a large volume and breadth of information and action requests. Acts as first line of contact with all internal and external stakeholders; ensures knowledge of stakeholders‿ identities and needs and uses diplomacy accordingly; provides professional interaction; and ensures that the Director's Office and the SPP are seen in a positive light. Runs occasional errands, including picking up and dropping off materials, documents, catering, etc. at different locations in Calgary for the Director, as well as occasional errands as needed during the Director's absence from Calgary. Ensures that there is accurate record of vacation days taken by the Director and the Associate Director, that completed Absence from Campus Forms are submitted as needed in accordance with defined process, and that expenses are appropriately submitted, tracked and reimbursements completed and tracked. Ensures a detailed and effective filing system for the Director's Office. Ensures compliance with record retention and government lobbying records, working closely with the University's FOIP Advisor and Records Coordinator and University Government Relations personnel. Tracks timelines, commitments, "to-dos" and core deliverables of the Director. Assists with MPP and SEDV graduation and other student-related activities as may be required. Performs such other duties as may be required by the Director. Stakeholder management: Ensures complete and up-to-date contact lists for the Director and Associate Director, coordinating with SPP Communications personnel. Maintains a complete and up-to-date database with all Executive, Research and other Fellows, and manages all Fellow-related correspondence. Maintains a complete and up-to-date database of all SPP employees, research personnel, independent contractors and the like, including a corresponding organization chart. Finance: Ensures well-maintained financial records for the Director, including with respect to various internal and external funding sources and expenses charged to the correct funds / grants, in accordance with SPP/UofC policies and procedures. Ensures that regular reports are provided to the Director and Associate Director on expenditures and project status, working with SPP and UofC finance personnel to manage records of funding sources. Qualifications / Requirements: Minimum of 8 to 10 years of progressive and proven senior-level administrative support experience. Top level skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint), and document sharing platforms (e.g. Sharepoint, Google Docs, Dropbox). Excellent organizational, analytical and problem-solving skills. Ability to work calmly under pressure, act decisively, and exercise a high degree of initiative, diplomacy, professionalism, discretion and judgment. Ability to communicate effectively and professionally with internal stakeholders at all levels of the institution and with external stakeholders such as community leaders, corporate leaders and donors. A high need for accuracy, responsiveness to shifting priorities and an ability to management frequent interruptions. Exceptional organizational and communications skills, including good grammar and punctuation and proof-reading skills. Strong work ethic and attention to detail. Discretion with confidential material and issues, with a high level of tact and professionalism. Ability to complete all manner of business travel logistics (domestic and international) and ability to manage complicated and often-changing calendaring. A clear speaking voice, strong listening skills, and an ability to ask questions to clarify requested information. Ability to work well under pressure, making key decisions (both on behalf of the Director and in other matters) and demonstrating good judgment in a fast-paced environment with many conflicting priorities, meeting internal and external deadlines. Ability in dealing with diverse cultures and sectors in all aspects of business protocol, given the Director's, the SPP's and the University of Calgary's strong ties with the local, national and international community. A positive attitude and the ability to work both independently and as a supportive part of a team, with minimal supervision, in a rapidly changing environment. Ability to remain calm in demanding situations, and to deal appropriately with stress resulting from these situations. A desire to learn and develop, and a willingness to accept new challenges and assignments. Considered an Asset: Undergraduate degree. Experience in a post-secondary, unionized or public sector environment. Knowledge of and experience with University policies, practices, procedures, reporting, governance structures and core business systems. Understanding of the priorities, portfolio, and commitments of the Director, of the SPP broadly, and of the University. Application Deadline: September 04, 2026. We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted. This position is classified in the Operational and Administrative Support Career Band, Level 4 of the Management and Professional Staff Career Framework. For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website. About The University Of Calgary UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca. The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do. The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary. 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] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]). Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

Provides high-level administrative support to the Director and Associate Director, serving as the central hub for coordination, calendar management, and travel logistics. Manages confidential information, coordinates governance committee meetings, and handles internal and external stakeholder communications.

Requires 8 to 10 years of progressive senior-level administrative experience and proficiency in Microsoft Office and document sharing platforms. Candidates must demonstrate exceptional discretion, diplomacy, and the ability to manage complex priorities in a fast-paced environment.

• Résolution de problèmesSouhaitée
• Sens de l’organisationSouhaitée
• CommunicationSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Calendar Management
• Travel Coordination
• Microsoft Office Suite
• Stakeholder Management
• Budget Planning
• Strategic Planning
• Confidentiality
• Diplomacy
• Meeting Coordination
• Financial Record Keeping
• Document Sharing Platforms
• Proof-reading
• Problem-solving
• Analytical Skills
• Organization
• Communication

• Administrative
• Education
• Management & Leadership
• Government & Public Sector

Formation minimale

Baccalauréat

Expérience minimale

10+ ans

Postuler avant le

25 sept. 2026

Langue de l’offre

anglais

Heures de travail

35 heures par semaine

Niveau d’expérience

Director