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Added 12 mins ago
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Legal Engineer - In-House
Legora
Toronto, ON
- Full-time
Understand the commercial realities of in-house life: doing more with limited resources, demonstrating value to the business, balancing risk and commercial objectives, and being a strategic…
Added 12 mins ago
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Legal Engineer
Legora
Toronto, ON
- Full-time
We partner with world-class performers: including Aaron Judge and the New York Yankees, Ludvig Åberg (and his caddie), and campaigns featuring Jude Law.
Added 12 mins ago
LA
Director, Lawyer Services and Payments (24 months)
Legal Aid Ontario
Toronto, ON
- Contract
As an integral partner in the Justice system, working at Legal Aid Ontario is more than just a job. It's an opportunity to help people who need it the most; to ensure each client receives…
Added 12 mins ago
FH
Sexual Health and Blood Borne Infections Nurse
Fraser Health
Abbotsford, BC
- Full-time
…outreach settings as well as pre- and post-test counseling and partner notification and…
Added 12 mins ago
FH
Coordinator, Education, Training and Development
Fraser Health
Surrey, BC
- Full-time
Are you passionate about developing people, driving learning excellence, and creating meaningful employee experiences? Fraser Health is seeking a dynamic Coordinator, Education, Training &…
Added 43 mins ago
SP
Senior Sales Director - Aerospace and Defence
Solace Power
Mount Pearl, NL
- Full-time
The Senior Sales Director – Aerospace & Defence will lead Solace Power’s sales and business development activities across the aerospace and defence market. This role is responsible for…
Added 1 hour ago
MI
Line Manager
Mondelēz International
Toronto, ON
- Full-time
…line leadership in manufacturing, by leading a key line of the business (technical, system or organizational) to deliver results defined by the compelling business need of the site. You…
Added 1 hour ago
PC
Data & AI Transformation Director
PwC Canada
Toronto, ON
- Full-time
At PwC, our people in integration and platform architecture focus on designing and implementing seamless integration solutions and robust platform architectures for clients. They enable…
Added 1 hour ago
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Manager, Software Development
OpenText
Waterloo, ON
- Full-time
…culture. As a member of our team, you will have the opportunity to partner with the most highly regarded companies in the world, tackle complex issues, and contribute to projects that shape…
Added 1 hour ago
TC
Senior Accountant
TESC Contracting
Sudbury, ON · Greater Sudbury, ON
- Full-time
Prepare accurate and timely financial statements, along with insightful analysis to support business decisions.
Added 1 hour ago
PB
Key Leader
Poppy Barley Inc.
Calgary, AB
- Part-time
Providing feedback to the management team regarding store processes, operations, product, people and customer experience, bringing new ideas to push for continuous improvement of the…
Added 1 hour ago
PL
Purchasing Manager-Acton Head office
Purity Life Health Products LP
Acton, ON
- $88,725 to $104,475 CAD / year
- Full-time
Do you believe natural health products make a difference in people’s lives? Then let us introduce ourselves.
Added 1 hour ago
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Customer Experience Associate - Magog (Full-time, 37.5h/week)
TD
Magog, QC
- Full-time
…job-related knowledge, geographic location, and other specific business and organizational…
Added 1 hour ago
CU
Senior Ecommerce Specialist
CHEIL USA
Mississauga, ON
- $65,000 to $75,000 CAD / year
Cheil Canada serves as the lead agency for Samsung. And while Samsung remains a key partner, our work extends across a growing portfolio of globally recognized brands. Powered by a team of…
Added 1 hour ago
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Marketing Manager, Member Marketing & Growth
Manulife
Halifax, NS · Toronto, ON · Waterloo, ON · Montreal, QC
- Full-time
Manulife is proudly one of Canada’s largest and longest-serving providers of Group Benefits, and today our GB business serves millions of Canadian workers and their families, and more than…
Added 1 hour ago
JH
Assistant District Manager
Jackson Hewitt Tax Service Inc.
Vancouver, BC
- Full-time
Are you a natural leader who enjoys helping people succeed, solving problems, and driving business results? Jackson Hewitt is looking for an energetic and motivated Assistant District…
Added 1 hour ago
BR
Assistant Manager
Banana Republic
Vaudreuil-Dorion, QC
- Full-time
Adapt team priorities to respond to customer and business partner needs
Added 1 hour ago
ER
Patient Care Coordinator
Ears R Us – Hearing Specilaists
Langley (District), BC · Langley, BC
- Part-time
As a mobile hearing care practice, we provide services at various community and partner locations throughout the Lower Mainland. Travel to scheduled clinic locations may be required, and…
Added 1 hour ago
TC
Senior Manager PA and DPM - 12 Months Contract- Express Scripts Canada
The Cigna Group
Mississauga, ON
- Full-time
…benefits by linking the talent and professional expertise of our people with leading edge information management systems and technology. ESC is a wholly owned subsidiary of Express Scripts…
Added 2 hours ago
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Senior Manager, Quality Assurance Services
ATB
Calgary, AB · Edmonton, AB
- Full-time
…thrive. Our Leader DNA model sets the standard for how we lead people, drive business performance, and shape a dynamic future. This is the place for purpose-driven individuals ready to…
Added 2 hours ago
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Senior Mechanical Engineer
Worley
Vancouver, BC
- Full-time
Worley is a global company of energy, chemicals and resources experts headquartered in Australia. We partner with our customers to deliver projects and create value across the life of their…
Added 2 hours ago
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Manager II, HSE
Worley
Edmonton, AB
- Full-time
Worley is a global company of energy, chemicals and resources experts headquartered in Australia. We partner with our customers to deliver projects and create value across the life of their…
Added 2 hours ago
RU
Advisory Manager - Cyber Strategy
RSM US LLP
Toronto, ON
- Full-time
…confidence in a world of change, empowering our clients and people to realize their full potential. Our exceptional people are the key to our unrivaled, inclusive culture and talent…
Added 2 hours ago
SC
store manager, Truro, New Glasgow, NS
Starbucks Coffee Company
New Glasgow, NS · Truro, NS
- $59,400 to $78,450 CAD / year
- Full-time
Starbucks is known for developing extraordinary leaders who drive business success by doing the right thing for partners (employees), customers and communities – globally. As a Starbucks…
Added 2 hours ago
SC
store manager, Halifax, NS
Starbucks Coffee Company
Halifax, NS
- $59,400 to $78,450 CAD / year
- Full-time
Starbucks is known for developing extraordinary leaders who drive business success by doing the right thing for partners (employees), customers and communities – globally. As a Starbucks…

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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