Faculty administrative assistant supporting the University of Alberta’s Education faculty. Coordinating executive support, academic hiring, programs, events, and Dean’s Office projects.
About the role
- Administrative Assistant supporting Co-CEOs at the Canada Homestay Network. Providing high-level administrative and operational support for effective communication and organizational follow-through.
Responsibilities
- Provide proactive administrative support to the Co-CEOs and Leadership Team, including calendar management, scheduling, meeting preparation, correspondence tracking, and follow-up
- Coordinate complex scheduling across internal and external stakeholders, including meetings across time zones
- Monitor priorities, flag urgent matters, and support effective information flow across the organization
- Prepare, compile, organize, and maintain documents, reports, and materials needed for meetings and leadership activities
- Use discretion and sound judgment when handling confidential, sensitive, or time-sensitive information
- Coordinate administrative processes related to corporate travel, expenses, credit card reporting, invoicing, deposits, mail, shipping, and vendor coordination
- Maintain accurate organizational records, contact lists, templates, and filing systems
- Support internal surveys, feedback processes, appreciation initiatives, recognition activities, and other administrative programs
- Coordinate materials, inventory, gifting, and other operational supports as required
- Support data accuracy and documentation practices across internal systems
- Maintain organized, accurate, and accessible document management systems
- Support updates to organizational templates, letterhead, forms, and shared files
- Promote consistent file naming, document storage, and version control practices
- Assist with annual and periodic administrative documentation, including tax, insurance, and employment-related records as required
- Coordinate assigned projects and initiatives, including the CHN Scholarship Program and other organizational priorities
- Support planning and logistics for meetings, AGMs, National Meetings, and other in-person or virtual events
- Coordinate travel, accommodations, meeting materials, recordings, room bookings, meals, and related logistics as needed
- Perform other related duties as assigned.
Requirements
- Minimum of 3 years of relevant administrative experience
- Post-secondary education in business administration, office administration, or a related field preferred
- Experience supporting senior leaders, remote teams, or cross-functional organizations is an asset
- Experience working with international students or culturally diverse stakeholders is an asset
- Strong administrative, coordination, planning, and organizational skills
- Ability to work independently in a remote environment while managing multiple priorities
- Excellent attention to detail and follow-through
- Strong written and verbal communication skills, including editing and proofreading
- Ability to exercise discretion, confidentiality, and sound judgment
- Strong interpersonal skills and ability to work professionally with colleagues, leaders, clients, partners, and external contacts
- Ability to prioritize work, anticipate needs, identify issues, and recommend practical solutions
- Flexible, service-oriented, and collaborative approach
- Strong proficiency with Microsoft 365; experience with FileMaker is an asset
- Basic to intermediate reporting, tracking, and data accuracy skills.
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