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Added 4 mins ago
UO
Research Assistant
University of Ottawa
Ottawa, ON · Social Sciences Building
- Part-time
Recherche / Research:0Préparation / Preparation:0Contact avec étudiants / Contact with Students:0Correction - Notation / Grading:0Surveillance / Proctoring:0Formation / Training:0Autre /…
Added 4 mins ago
UO
SCFP-CUPE - Winter 2027 - TA - CRM1301 C00
University of Ottawa
Ottawa, ON · Social Sciences Building
- Part-time
Teaching Assistant/Demonstrator/Lab Monitor (CUPE)
Added 4 mins ago
UO
SCFP-CUPE - Winter 2027 - TA - CRM1701 B00
University of Ottawa
Ottawa, ON · Social Sciences Building
- Part-time
Teaching Assistant/Demonstrator/Lab Monitor (CUPE)
Added 4 mins ago
UO
SCFP-CUPE - Winter 2027 - TA - CRM1300 E00
University of Ottawa
Ottawa, ON · Social Sciences Building
- Part-time
Teaching Assistant/Demonstrator/Lab Monitor (CUPE)
Added 4 mins ago
AV
Front Office Administrative Assistant
Annapolis Valley First Nation
Cambridge, NS
- Full-time
Jijiktukwej L’nue’kati is seeking a friendly, dependable, and highly organized individual to join our team as a Front Office Administrative Assistant.
Added 19 mins ago
UO
Library Circulation Assistant II
University of Victoria
Victoria, BC
- Full-time
…Technical Support Unit, Stack Maintenance, Distance Learning & Research, and ReQuest for Faculty. The Libraries are made up of approximately 150 employees including Faculty Librarians,…
Added 19 mins ago
ON
Constituency Assistant (Internal Applicants Only)
Ontario NDP Caucus
Niagara Falls, ON
- Full-time
Preparing, gathering, maintaining, and compiling research material as requested by Member to aid in communicating with constituents and organizations in the constituency.
Added 1 hour ago
UO
Assistant Professor English Composition, Tenure-Track, UC Clermont College
University of Cincinnati
Clermont, QC
- Part-time
Founded in 1819, the University of Cincinnati ranks among the nation’s best urban public research universities. Home to more than 53,600 students, 12,000 faculty and staff, and over 360,000…
Added 1 hour ago
PH
Pediatric Emergency Physician(s), Division of Pediatric Emergency Medicine - BC Children's Hospital & UBC
Provincial Health Services Authority
Vancouver, BC
- Part-time
…programs, is a leading acute care teaching facility, and conducts research to advance health and care through the BC Children’s Hospital Research Institute and in partnership with the…
Added 2 hours ago
TH
Laboratory Technician - Full Time -CVH Labs Spec Proc
Trillium Health Partners
ON · ON, Canada
- Full-time
Successfully completed an accredited Laboratory or Medical Assistant course
Added 6 hours ago
Library Assistant
Simon Fraser University
Burnaby, BC
Simon Fraser University is a leading research university, advancing an inclusive and sustainable future. Our purpose – the essence of SFU – is to create and connect knowledge, learning and…
Added 6 hours ago
Judicial Paralegal
Government of Alberta
Calgary, AB
Do you have experience providing Executive and Legal Assistant support within a challenging and dynamic work environment? Do you want to work with the busiest court in Alberta, assisting…
Added 6 hours ago
PH
Pediatric Emergency Physician(s), Division of Pediatric Emergency Medicine - BC Children's Hospital & UBC
Provincial Health Services Authority
Vancouver, BC
- Full-time
…programs, is a leading acute care teaching facility, and conducts research to advance health and care through the BC Children’s Hospital Research Institute and in partnership with the…
Added 8 hours ago
GW
Legal Administrative Assistant - Trademarks
Gowling WLG
Ottawa, ON
- $68,000 to $79,000 CAD / year
- Full-time
We are currently seeking a Legal Administrative Assistant to join our dynamic Intellectual Property team. As an integral member of the LAA team, the successful candidate will provide…
Added 8 hours ago
SH
Medical Laboratory Assistant
Shared Health-Soins Communs
Stonewall, MB
- Full-time
Under the general supervision of the Charge Technologist or designate, the Medical Laboratory Assistant (MLA) is responsible for assisting the laboratory in its role of sample triaging,…
Added 8 hours ago
Medical Laboratory Assistant
Winnipeg Regional Health Authority
Stonewall, MB
Under the general supervision of the Charge Technologist or designate, the Medical Laboratory Assistant (MLA) is responsible for assisting the laboratory in its role of sample triaging,…
Added 8 hours ago
Cross-Trained General Duty Technologist
Winnipeg Regional Health Authority
Powerview-Pine Falls, MB · Pine Falls, MB
Graduate of an approved Laboratory or Radiology Assistant Program.
Added 9 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 9 hours ago
R|
Research Assistant
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
Do you want to work for a world-renowned research institute that pushes the boundaries of biomedical science and health research? Right here in Montreal! At the Research Institute of the…
Added 9 hours ago
UO
Stationary Engineer Third Class
University of Waterloo
Waterloo, ON · General Services Complex
- Full-time
Reports to the Shift Engineer in the absence of the Assistant Chief Stationary Engineer
Added 9 hours ago
UO
Scrum Master and Project Manager
University of Waterloo
Waterloo, ON
- Full-time
Reporting to the Assistant Director, the Scrum Master and Project Manager role will fulfill a variety of critical responsibilities to promote the development of high performance teams that…
Added 9 hours ago
UO
Assistant Supervisor
University of Waterloo
Waterloo, ON
- Full-time
…toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous…
Added 9 hours ago
UO
Assistant Supervisor - RR
University of Waterloo
Waterloo, ON · Student Life Centre
- Part-time
…toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous…
Added 9 hours ago
UO
CUPE - Winter 2027 - TA - SOC3123 - A00
University of Ottawa
Ottawa, ON · Social Sciences Building
- Part-time
Teaching Assistant/Demonstrator/Lab Monitor (CUPE)
Added 9 hours ago
UO
CUPE - Winter 2027 - TA - SOC2316 - B00
University of Ottawa
Ottawa, ON · Social Sciences Building
- Part-time
Teaching Assistant/Demonstrator/Lab Monitor (CUPE)

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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