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Added 5 hours ago
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University of Guelph

Executive Assistant

Guelph, ON, N1G 2W1, Canada

Apply by: Oct 2, 2026
Experience: Up to 3 years experience.
Posting language: English
Posted: Sep 18, 2026

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Original job description

Department: Office of the AVP Advancement
This position is covered by the Collective Agreement with the Ontario Secondary School Teachers' Federation District 35 - Technician/Administrative/Research/Agricultural

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

General Purpose This position is an opportunity to join a highly collaborative and results-focused team of passionate fundraising professionals in Alumni Affairs and Development at one of Canada’s leading comprehensive research-intensive universities.

Alumni Affairs & Development (AA&D)’s purpose is to maximize philanthropic support for the University of Guelph’s mission of creating unique solutions for the challenges facing our world. We achieve this purpose by building the kind of deep and sustained relationships with our donors, alumni and friends that increase awareness of, engagement with, and investment in the University of Guelph’s work. As a member of this campus-wide team, the Executive Assistant epitomizes the department’s shared values of respect, empowerment, integrity, appreciation, and forward focus.

The University of Guelph is currently planning to launch its first fundraising campaign since 2014. The campaign aims to expand on the University’s recent fundraising growth so that AA&D becomes a team that consistently raises $75 million a year by 2030. By aligning donor passions with the university's ambitious goals, the campaign will boost revenue, elevate the university's global profile, deepen donor relationships, and create a highly developed culture of philanthropy across the University community. Institutional leaders and volunteers will be highly engaged in advocating for the university's global impact and the vital role of philanthropy in achieving this vision.

Reporting to the Associate Vice-President (Alumni Advancement), the Executive Assistant plays an integral role in supporting the administrative and fundraising efficiency of Associate Vice-President (AVP)’s office. The Executive Assistant is responsible to enhance and expand the alumni donor base of the University by supporting personal meetings between senior-level donors and prospective donors for the AVP, the Directors Major & Principal Gift Advancement as well as other senior university executive members, board members and executive-level volunteer leaders. They are personally accountable for the management of the advancement activities of the AVP and the Associate Director, Alumni Advancement (AD).

Duties and Responsibilities

A major responsibility of the incumbent is to appropriately position the AVP (and up to two additional senior roles) to pursue the business of the Office and for the activities of any particular day. This involves being cognizant of the priorities and mandate of the AVP. The incumbent assumes an "institutional history" role in preparing the AVP and Directors. To be successful, the incumbent must be able to make decisions and act with executive authority when necessary.

Working with other senior staff and AA&D, the incumbent ensures the advancement activities of the AVP and Directors proceed in a coordinated, integrated and efficient manner. This requires excellent working relationships and communications with colleagues, alumni and donors, knowledge of the strategic directions of the university, ability to recognize opportunities for collaboration & coordination. The incumbent develops and implements plans of action to make contacts, placing the AVP and Directors in optimal positions for securing support for the University. When appropriate, the incumbent also plans, coordinates and executes special events to the highest professional standards.

The Executive Assistant is responsible for reading and analyzing large volumes of material directed to the AVP’s office, determines and implements an appropriate course of action which often requires initiating a response on behalf of the AVP; assessing situations quickly, recognizing their significance and responding appropriately, ensuring the highest level of confidentiality, tact and diplomacy.

Requirements

A two year college diploma. An undergraduate degree preferred.
Up to 3 years experience. Prior experience providing support at the executive level an asset.
Experience in securing meetings with executive-level professionals, including Presidents and CEOs
Superior analytical, strategic-thinking, adaptability, communication and relationship-building skills as well as professionalism, discretion, sound judgment, tact and diplomacy, exceptional customer service skills and an entrepreneurial mindset
Extraordinary attention to detail and will have the confidence and authority to work in a complex and demanding environment, coordinating the affairs of executives at the highest level
Collaborative and proactive approach to the work is essential – the incumbent is committed to the highest standards of professionalism and excellence
Ability to work effectively both independently and as part of a team and is highly competent with standard office software
Ability to respect and maintain confidentiality.

Some evening and weekend work is required, as well as possible travel in support of certain activities.

Employee Type: Regular Position Number: 10391013

Classification: OSSTF/TARA, District 35 Salary: Band 5
OSSTF/TARA Wage Grid

*Tentative evaluation; subject to committee review

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 09/18/2026 Close Date: 10/01/2026

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More about this job

Responsibilities

The Executive Assistant provides high-level administrative support to the Associate Vice-President of Alumni Advancement to ensure efficient office operations and fundraising activities. They are responsible for managing executive schedules, coordinating donor meetings, and acting with authority to facilitate institutional goals.

Requirements

Candidates must possess at least a two-year college diploma, with an undergraduate degree preferred. The role requires up to three years of experience, ideally in an executive support capacity, along with strong analytical and interpersonal skills.

Skills

Administrative support
Strategic thinking
Relationship building
Communication
Analytical skills
Confidentiality
Diplomacy
Tact
Customer service
Entrepreneurial mindset
Attention to detail
Project coordination
Office software
Professionalism
Decision making

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistant
Alumni Affairs
Fundraising
Philanthropy
University of Guelph
Administrative Support
Donor Relations
Strategic Planning
Office Management
Stakeholder Engagement
Event Coordination
Confidentiality
Professionalism
Higher Education
Advancement

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