Executive Assistant (Confidential Administrative Professional III) chez Simon Fraser University

Who We Are

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 community for deeper understanding and meaningful impact. We are committed to fostering excellence, innovation, belonging and community in all that we do.

The Faculty of Science Office of the Dean provides academic, administrative, and budgetary support to the Dean, leadership team, and faculty across all departments. The office manages faculty appointments, tenure and promotion processes, and faculty relations while ensuring compliance with university policies and collective agreements. By supporting research excellence, teaching, and community engagement, the team advances SFU’s strategic goals. Our culture is collaborative, professional, and service-oriented, with a strong emphasis on accuracy, responsiveness, and building positive relationships.

About the Role

The Executive Assistant plays a central role in supporting the Dean of Science and the Faculty’s leadership team through the provision of high-level administrative and confidential support. This role is pivotal in managing the Dean’s calendar, preparing and editing sensitive communications, coordinating meetings, and ensuring effective information flow between the Dean’s office and the wider university community. In addition, the Executive Assistant provides support for faculty appointments, renewals, leaves, and tenure and promotion activities, ensuring that key academic processes are completed accurately and on time. The role also contributes to governance by coordinating committees, overseeing award nominations, and managing confidential documentation. Upcoming initiatives include supporting the Dean’s office with new academic appointments, faculty biennial review processes, and strategic projects that enhance organizational efficiency. This position offers the opportunity to contribute meaningfully to the success of the Faculty by combining organizational skill with discretion and professionalism.

Our ideal candidate is a highly organized and detail-oriented professional with exceptional communication skills and the ability to handle sensitive information with discretion. They thrive in a fast-paced environment, can manage multiple priorities, and exercise sound judgment when handling complex or confidential matters. Strong interpersonal skills, diplomacy, and the ability to build positive relationships across all levels of the university are essential. The candidate demonstrates initiative, flexibility, and problem-solving skills, and approaches challenges with a collaborative and service-oriented mindset. Proficiency with office applications and enterprise-level information systems is also critical for success in this role.

Full Job Description

Qualifications

Diploma in Business, Administrative Management or a relevant discipline and four years of directly related experience, or an equivalent combination of education, training, and experience. Excellent knowledge of Freedom of Information/Protection of Privacy (FOI/POP) requirements. Good knowledge of post-secondary academic and administrative policies and procedures. Excellent organizational, time management and planning skills. Excellent customer service and interpersonal skills including the ability to foster and maintain good working relationships with a variety of staff, faculty and stakeholders. Excellent analytical and problem-solving skills. Excellent attention to detail, including accuracy of data. Excellent communication skills (both oral and written). Ability to take and transcribe minutes. Ability to supervise temporary staff. Ability to develop relationships and partnerships and to work collaboratively at all levels and areas within the organization. Ability to work in a highly demanding environment where issues are diverse, changeable, and complex. Ability to work independently, establish priorities, meet deadlines and work on a number of different initiatives concurrently. Ability to maintain strict confidentiality, exercise initiative, diplomacy, tact and discretionary judgment. Proficient in the use of standard office applications, content management systems, and enterprise-level information systems.

• Excellent organizational, time management, and planning skills. 
• Strong written and verbal communication skills, with proven ability to draft and edit sensitive correspondence and documents. 
• Demonstrated ability to maintain confidentiality, use discretion, and exercise sound judgment in complex situations. 
• Proven ability to build and maintain effective relationships with a wide range of stakeholders. 
• Proficiency in office applications, content management systems, and enterprise-level information systems.

What We Offer

At SFU, our goal is to ensure our people are valued and supported by promoting a healthy work-life balance, professional growth and development, as well as a safe and respectful workplace. We offer continuing employees who belong in the Administrative & Professional Staff Association (APSA):

• 4 weeks’ vacation (prorated for the first year)*
• Hybrid-work program for eligible positions
• Employer paid defined benefit pension plan
• On-campus tuition waiver for employees and their immediate family members*
• Off-campus tuition reimbursements and professional development funds*
• And more! View our benefits brochure

*Prorated for part-time employees

Additional Information

Please include your cover letter and resume in one attachment.

SFU is an equity employer and strongly encourages applications from all qualified individuals including women, Indigenous Peoples, visible minorities, people of all sexual orientations and gender identities, persons with disabilities, and others who may contribute to the further diversification of the university.

We are committed to ensuring that the application and interview process is accessible to all applicants. If you require any assistance or accommodations, please contact [email protected].