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Added 52 mins ago
LC
Assistant, RES, Records and Registration
Langara College
Vancouver, BC
- Full-time
The RES Assistant provides support or assistance in the assigned RES unit and often is the initial point of contact for prospective and current students, internal staff, agents, or external…
Added 52 mins ago
EI
Assistant Superintendent
EBC Inc.
North Vancouver, BC
- Full-time
As a member of the Civil team, the Assistant Superintendent will work under the guidance of the Site or General Superintendent to provide insight and innovative construction solutions to…
Added 1 hour ago
Assistant Superintendent
EBC Inc.
BC · Vancouver (North West End / Stanley Park), British Columbia
retaining necessary communications between subcontractors, consultants and
Added 1 hour ago
A
Sales Administrative Assistant/Receptionist- Rose City Ford
AutoCanada
Windsor, ON
- $41,000 to $45,000 CAD / year
- Other
Position : Sales Administrative Assistant/ Receptionist
Added 2 hours ago
FO
Coordinator, Managing Director’s Office
Federation of Canadian Municipalities
Ottawa, ON · Hybrid - Ottawa
- Full-time
Provides back-up support to the Strategic Management Partner and MDO administrative assistant as required.
Added 2 hours ago
TU
Employer Liaison & Marketing Assistant
The University of British Columbia
Vancouver, BC
- $5,027 to $5,413 CAD / month
- Full-time
The UBC Science Co-op Program assists qualified Science students every year in securing work placements with Canadian and international employers as part of their education experience. The…
Added 2 hours ago
UO
Director, Strategic Planning & Operations
University of British Columbia
Vancouver, BC · UBCV | Gordon B. Shrum Building (SHRM)
- $8,810.92 to $13,202.5 CAD / month
- Full-time
The Director of Strategic Planning & Operations is responsible for providing comprehensive strategic oversight and management in all areas of administration and school operations including…
Added 2 hours ago
TU
Director, Strategic Planning & Operations
The University of British Columbia
Vancouver, BC
- $8,810.92 to $13,202.5 CAD / month
- Full-time
The Director of Strategic Planning & Operations is responsible for providing comprehensive strategic oversight and management in all areas of administration and school operations including…
Added 2 hours ago
TU
Academic and Student Programs Coordinator
The University of British Columbia
Kelowna, BC
- $5,519 to $6,326 CAD / month
- Full-time
The position serves as the School's primary administrative resource for Teaching Assistant administration and academic integrity matters, providing expertise and guidance to students,…
Added 2 hours ago
MS
Executive Assistant
Marberg Staffing
Toronto, ON
- $40 to $55 CAD / hour
- Temporary
Provide comprehensive, high level administrative and operational support to a senior executive, navigating complex priorities across different time zones, leveraging technology to…
Added 2 hours ago
RD
Assistant Branch Operations Manager
RBC Dominion Securities
Toronto, ON
- Full-time
The RBC Dominion Securities is looking for an Assistant Branch Operations Manager to join their team! The Assistant Branch Operations Manager fulfils a leadership role in the branch by…
Added 2 hours ago
H(
Executive Assistant, Chief Technology, Data & AI Officer
HOOPP (Healthcare of Ontario Pension Plan)
Toronto, ON · CA ON Toronto
- $58,000 to $91,000 CAD / year
- Full-time
The Executive Assistant (“EA”) plays an important role in supporting the Chief Technology, Data & AI Officer (CTDAIO) and the day-to-day operations of the Information Technology Division.…
Added 2 hours ago
UO
Executive and Program Assistant
University of Alberta
Edmonton, AB
- Full-time
…committees, acts as the first point of contact for the program, and works with the Program Managers and Research Communication Lead to coordinate the program’s day-to-day administrative,…
Added 2 hours ago
UO
Employer Liaison & Marketing Assistant
University of British Columbia
Vancouver, BC · UBCV | Chemistry Physics Building A (CHPH)
- $5,027 to $5,413 CAD / month
- Full-time
The UBC Science Co-op Program assists qualified Science students every year in securing work placements with Canadian and international employers as part of their education experience. The…
Added 3 hours ago
BL
Legal Administrative Assistant (Immigration) - Part-time
BC Legal Management Association
Vancouver, BC
- Part-time
- Other
We are seeking a part-time Legal Administrative Assistant to join our Immigration Group. The successful candidate will work closely with an immigration lawyer and immigration paralegal to…
Added 3 hours ago
KP
Future Students' Office Student Ambassador - Competition ID: 4873
Kwantlen Polytechnic University
Surrey, BC
- Temporary
The student assistant will work with team members in the Future Students' Office on a variety of recruitment initiatives. He/she performs student engagement and recruitment related…
Added 3 hours ago
R|
Research Assistant - Public Engagement
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
As Research Assistant (public engagement), you will be responsible for the development, implementation, and evaluation of CADeN’s public engagement campaign. As part of this work, you will…
Added 3 hours ago
EA
Physician Engagement Specialist
Empathia AI
Canada
- Full-time
Our mission is to leverage AI to reduce administrative burdens on clinicians, improve physician well-being, and enable more meaningful patient-doctor interactions.
Added 3 hours ago
HO
Constituency Assistant
House of Commons (Canada) / Chambre des communes (Canada)
Terrace, BC
- $48,000 to $53,000 CAD / year
- Full-time
In this role, you will support the smooth operation of the constituency office by assisting with the Member’s communications, organizing and prioritizing correspondence, and serving as the…
Added 3 hours ago
Library & Archive Assistant
Ashbury College
Ottawa, ON
Located in central Ottawa, Ashbury College is seeking a full-time, permanent Library and Archive Assistant to support Ashbury College’s educational mission by delivering integrated library…
Added 3 hours ago
DT
Assistant Manager I
Dollar Tree Stores
Edmonton, AB
- Part-time
We’re seeking an Assistant Store Manager to join our team to help with store operations, customer service and team development. Duties include, but are not limited to, the following:
Added 3 hours ago
VC
Construction Site Clerk
VanMar Constructors ON Inc.
Mississauga, ON
- Full-time
VanMar Constructors ON Inc. is seeking a motivated and organized Construction Clerk to join our team. Reporting to the Superintendent and Assistant Superintendent, this position plays an…
Added 3 hours ago
OS
Project Administrative Assistant
Open Systems Technologies
Mississauga, ON
- Contract
Maintain and update real-time department headcount trackers capturing key attributes: employment category (FTE, Consultant, Graduate, Intern), gender diversity, skill sets, years of…
Added 3 hours ago
CR
HR Administrative Assistant
Cando Rail & Terminals
Edmonton, AB
- Full-time
The HR Administrative Assistant provides administrative support to the Human Resources and Payroll teams and plays an important role in supporting day-to-day HR operations. This position…
Added 3 hours ago
CD
Administrative Assistant
Centre de production de produits biologiques (CPPB) inc. / Biologics Manufacturing Centre (BMC) Inc.
Montreal, QC
- Full-time
We are currently seeking an Administrative Assistant who will help ensure the efficiency of administrative processes related to facilities and people.

University of Alberta

Executive and Program Assistant

Edmonton, AB, Canada

Full-time

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Applications open in a new tab.

Job details

Job type: Full-time
Apply by: Nov 12, 2026
Posting language: English
Posted: Oct 27, 2026

Original job description

This competition is open to all applicants; however, internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered.

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.

The Department of Biological Sciences is home to a newly established six-year, multi-institutional, interdisciplinary research program led by Dr. Lisa Willis as Principal Investigator, with the University of Alberta as the lead and administering institution. The program brings together researchers from eight universities in Canada and Australia, national blood services, patient and community organizations, and international partners to develop more equitable and resilient approaches to blood donation and transfusion. Its work spans three interconnected research aims across the natural, health, clinical and social sciences, and it will engage approximately 60 students and postdoctoral fellows, along with research staff, over its life.

The program is governed through a set of standing committees, including a Project Management Committee, an Executive Committee, an International Advisory Board, and committees for training; equity, diversity and inclusion; and people with lived experience. It carries annual financial and progress reporting obligations to its sponsor. Reporting to the Principal Investigator, the Executive and Program Assistant is dedicated full-time to this program.

The position provides confidential executive support to the Principal Investigator, serves as secretariat to the program’s governance committees, acts as the first point of contact for the program, and works with the Program Managers and Research Communication Lead to coordinate the program’s day-to-day administrative, financial, event and communications activities in compliance with University and sponsor policies. The position works closely with the PI, program staff, departmental and Faculty administrative staff, and University central units, and liaises with researchers, partners and advisors at institutions across Canada and internationally.

Responsibilities

Executive Support to the Principal Investigator (25%)

Manages the Principal Investigator’s calendar; schedules and prioritizes meetings and commitments based on own understanding of program priorities, deadlines and emerging issues.
Screens, directs and processes phone, email and in-person inquiries to the Principal Investigator; responds to routine matters on her behalf and ensures items requiring her attention are followed through.
Drafts correspondence, briefing notes and meeting materials for the Principal Investigator’s review; proofreads and formats documents, reports and presentations.
Coordinates travel arrangements for the Principal Investigator and program members, and initiates the associated travel and expense claims.
Handles confidential and sensitive information (personnel, committee, partner and unpublished research matters) with discretion.

Governance and Committee Support (25%)

Serves as recording secretary to the program’s standing committees: schedules meetings across institutions and time zones, coordinates agendas, anticipates and prepares supporting materials, records minutes, and distributes decisions and action items.
Maintains decision and action logs, and follows up with committee members on outstanding actions.
Maintains committee terms of reference, membership lists and governance records.
Supports in-person, hybrid and virtual meetings, including video-conferencing set-up for national and international participants.

Program Coordination, Records and Reporting (20%)

Acts as the first point of contact for the program; responds to inquiries from team members, partners and the public, and directs them appropriately.
Maintains the program’s shared drive, filing systems, contact database and program calendar.
Creates and maintains spreadsheets and databases tracking milestones, deliverables, trainees and program performance indicators; prepares standard and ad-hoc reports.
Gathers information from researchers and partners for annual and mid-term sponsor reporting, and compiles submissions for review.
Coordinates onboarding logistics for new program staff and trainees (accounts, access, orientation materials).
Creates and updates templates, walkthrough documents and forms.

Financial and Administrative Transactions (15%)

Initiates purchase requisitions, purchase orders and invoices through SupplyNet, and initiates vendor payments for program activities.
Reviews transactions and supporting documentation for accuracy, eligibility under sponsor and University policy, and appropriate authorizations; resolves routine issues and escalates complex matters to departmental finance staff.
Tracks program expenditures against the approved budget and assembles information for annual financial reporting.
Initiates routine HR transactions and appointment paperwork in conjunction with departmental HR resources.

Events, Communications and Outreach (15%)

Supports the organization of program meetings, workshops, the annual research symposium, and community and outreach events, including venues, catering, registration, materials, accessibility accommodations and on-site support.
Based on program committee input, maintains the program website; creates, uploads and
updates content.
Prepares and distributes program communications, newsletters and notices.
Performs other related duties as assigned.

In all facets of this role, this position endeavours to integrate and advance the University’s commitments to Access, Community and Belonging (ACB), and understands, fulfils and promotes the health, safety and environment responsibilities identified in University policy.

Qualifications

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, including executive-level support (calendar and correspondence management) and 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, with a 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.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms - physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

The Faculty of Science is internationally recognized for excellence in research and education. Through pioneering discovery and innovation, the faculty addresses global challenges across disciplines such as biology, chemistry, computing science, physics, mathematics, and earth sciences. Its work positions the university at the forefront of technological, environmental, and scientific advancement.

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More about this job

Responsibilities

The Executive and Program Assistant provides confidential executive support to the Principal Investigator and serves as the secretariat for the program's governance committees. The role also coordinates day-to-day administrative, financial, event, and communication activities to ensure compliance with university and sponsor policies.

Requirements

Candidates must possess a diploma in business or office administration or an equivalent combination of education and experience. A minimum of three years of progressively responsible administrative experience, including executive-level support and financial/HR process knowledge, is required.

Skills

Executive support
Calendar management
Committee support
Financial administration
Records management
Event coordination
Communication
Google Workspace
Microsoft Office
Zoom
SupplyNet
Research administration
Organizational skills
Problem-solving
Confidentiality
Reporting

Visa sponsorship

Not detected in the job text

Hiring contact

Lisa Willis

Keywords

Executive Assistant
Program Assistant
Research Administration
Governance
Secretariat
Financial Reporting
SupplyNet
HR Transactions
Event Planning
Website Management
Google Workspace
Microsoft Office
Zoom
Academic Administration
Project Management
Stakeholder Liaison
Data Tracking
Compliance
Confidentiality
Interdisciplinary Research

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