Venture Executive running AI - native products, customers, revenue, and P&L for Human Agency. Building and scaling responsible AI ventures with studio resources and autonomy.
About the role
- Executive and Program Assistant supporting the University of Alberta’s interdisciplinary blood donation and transfusion research program. Coordinating executive support, governance, finance, reporting, events and communications.
Responsibilities
- Manage the Principal Investigator’s calendar and prioritize meetings and commitments
- Screen, direct and process phone, email and in-person inquiries to the Principal Investigator
- Draft correspondence, briefing notes and meeting materials; proofread and format documents, reports and presentations
- Coordinate travel arrangements and initiate travel and expense claims
- Handle confidential personnel, committee, partner and unpublished research information
- Serve as recording secretary to standing committees; schedule meetings, coordinate agendas, prepare materials, record minutes, and distribute decisions and action items
- Maintain decision and action logs, terms of reference, membership lists and governance records
- Support in-person, hybrid and virtual meetings, including videoconferencing setup
- Act as the program’s first point of contact and direct inquiries appropriately
- Maintain shared drives, filing systems, contact databases and program calendars
- Track milestones, deliverables, trainees and performance indicators using spreadsheets and databases
- Prepare standard, ad-hoc, annual and mid-term sponsor reports
- Coordinate onboarding logistics for program staff and trainees
- Create and update templates, walkthrough documents and forms
- Initiate purchase requisitions, purchase orders, invoices, vendor payments and routine HR transactions
- Review transactions for accuracy, eligibility, authorization and policy compliance
- Track program expenditures against the approved budget
- Support meetings, workshops, the annual research symposium, community and outreach events
- Maintain the program website and create, upload and update content
- Prepare and distribute program communications, newsletters and notices
- Promote the University’s Access, Community and Belonging commitments and health, safety and environment responsibilities
Requirements
- Diploma in business or office administration or a related field, or an equivalent combination of education and experience
- Minimum of three years of progressively responsible administrative experience
- Experience providing executive-level support, including calendar and correspondence management
- Experience with finance and HR processes
- Experience providing recording-secretary support to committees
- Experience in an academic or research setting is preferred
- Knowledge of research administration and federal research funding rules is an asset
- Advanced proficiency with Google Workspace, Microsoft Office, and Zoom
- Experience with SupplyNet, University finance and HR systems, or website content management systems is an asset
- Excellent written and oral communication, organizational and problem-solving skills
- High level of accuracy and attention to detail
- Demonstrated discretion in handling confidential information
- Ability to work effectively with multidisciplinary, multi-institutional and international groups, and with community and patient partners
- Ability to submit a resume and cover letter
- Must comply with applicable University and sponsor policies
Benefits
- Comprehensive benefits package
- Hybrid work arrangement with remote and in-person work
- Collective agreement coverage under NASA terms and conditions
- Accessibility accommodations during the interview process
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