Executive Assistant to the Associate Vice President

SAIT’s Facilities Management department serves as steward of its building and grounds, ensuring physical operations are maintained and that spaces are safe, secure, functional and inviting for all who use them. We are guided by SAIT’s shared priorities of sustainable growth, innovation in applied education and student success — our work contributes to that.

The Opportunity

The Executive Assistant (EA) to the Associate Vice President (AVP), Facilities, serves as a vital administrative and strategic partner, delivering high-level support in a dynamic and complex environment. This role is instrumental in ensuring the smooth and efficient operation of the AVP’s office, while advancing key priorities across facilities management, capital projects, infrastructure planning, workplace strategy, and governance.

This role requires exceptional judgment, discretion, and organizational skill. The EA manages confidential information, coordinates executive communications, prepares reports and presentations, oversees calendar and meeting logistics, and liaises with internal and external clients. The role also supports cross-functional project tracking, team operations, and ensures alignment with SAIT’s strategic and operational priorities. The ideal candidate is a proactive problem-solver, skilled communicator, and trusted advisor who thrives in a dynamic, high-accountability environment.

The Role

• Executive & Operational Support to the AVP
• Manage AVP calendar, meetings, and scheduling logistics
• Track and follow up on priorities, deliverables, and commitments
• Liaise with senior leadership, cross-functional teams, and external partners
• Prepare briefing notes, agendas, and presentation materials
• Office & Administrative Management
• Greet and support guests, team members, and visitors professionally
• Coordinate meeting rooms, catering, and administrative logistics Assist in preparing capital project updates, status dashboards, and reports
• Track deliverables and assist with documentation and scheduling for Facilities initiatives
• Support internal governance processes and follow-ups
• Monitor and manage office supplies, space, and support systems
• Financial & Procurement Administration
• Create and track purchase requisitions and invoices
• Support procurement documentation, vendor communications, and budget monitoring
• Liaise with Finance and Procurement teams
• Project Coordination & Reporting
• Assist in preparing capital project updates, status dashboards, and reports
• Track deliverables and assist with documentation and scheduling for Facilities initiatives
• Support internal governance processes and follow-ups
• SharePoint Administration & AI Tools
• Maintain and structure the Facilities SharePoint site and libraries
• Manage permissions, organize content, and ensure version control
• Provide user support and basic training as needed
• Explore AI tools (e.g., Microsoft Copilot) for automation and reporting
• Recommend and test solutions for team workflows and document generation
• Stay current on digital tools that improve productivity and efficiency

Required Qualifications & Experience

• Business Administration Diploma
• Minimum 1 year Facilities or land Development
• Minimum 3 years executive assistant experience for corporate or other education institutions
• Equivalent combination of experience and education may be considered\

Job classification : P3018 - AVP Assistant

Salary range: $55,000.00 - $85,000

Paid Leave: 4 Weeks Vacation / 14 Flex Days per year

# of positions: 1

Hours Per Week: 37.5

Position End Date: August 31, 2027

Posting closing date: August 29, 2025

About SAIT

SAIT is a global leader in applied education. Named one of Alberta’s Top Employers , we offer the chance to work with a purpose — preparing the next generation of industry leaders, entrepreneurs, advocates and explorers.

Building on our 100+ year history, we’re looking for innovative, bold and collaborative employees who embrace change and deliver world-class customer experiences. Your future starts now at SAIT.

Equity, diversity and inclusion (EDI) is essential to achieving SAIT’s vision to be a global leader in applied education. We encourage applications from women, Indigenous people, racialized people, people with disabilities, people from gender and sexually diverse communities, and/or people with intersectional identities. Learn more about EDI at SAIT . 

At SAIT, we understand that experience comes in many forms. We’re dedicated to adding diverse perspectives to SAIT - so if your experience is close to what we’re looking for, please consider applying.

SAIT is committed to supporting persons with disabilities throughout the recruitment process. We will work with applicants to provide accommodations upon request to the Talent Advisor. 

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