Faculty/Department Financial Services Unit Financial Services-AVP Finance Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family N/A Category Staff Number of Vacancies 1 Position Summary
Are you a master of organization with a knack for anticipating needs before they arise? We’re looking for a proactive, detail-driven Executive Assistant to support our leadership team and keep operations running seamlessly behind the scenes.
The Executive Assistant provides senior-level administrative, operational, and strategic support to the Associate Vice-President, Finance. As the operational hub of the Office of the Associate Vice-President, Finance, the position ensures the seamless coordination of executive priorities, budget administration, governance activities, information management, and stakeholder engagement. The role serves as a trusted executive partner, enabling the Associate Vice-President to remain focused on strategic objectives, critical decisions, institutional priorities, and the successful administration of the University’s financial operations.
The role requires a highly adaptable and resilient professional who thrives in a dynamic environment characterized by evolving demands. The incumbent needs to exercise exceptional judgment, initiative, and discretion to anticipate priorities, manage competing commitments, and proactively address emerging issues while maintaining strong stakeholder relationships, confidentiality, and service excellence.
What You’ll Do:
Executive Office Leadership and Administration
- Provide senior-level administrative and operational support to the Associate Vice-President, Finance.
- Manage a highly complex and dynamic calendar, coordinating meetings, priorities, travel arrangements, and executive commitments.
- Serve as a strategic partner to the Associate Vice-President by monitoring priorities, tracking key deliverables and commitments, coordinating follow-up activities, and ensuring critical deadlines, decisions, and institutional obligations are effectively managed.
- Coordinate and support executive, budget, governance, and committee meetings, including scheduling, agenda development, preparation of materials, recording of minutes, and follow-up on action items.
- Prepare, edit, and quality-assure executive correspondence, reports, briefing materials, presentations, governance documents, Board materials, and public-facing communications, ensuring accuracy, consistency, clarity, and professionalism.
- Maintain the highest standards of confidentiality, professionalism, and discretion when handling sensitive financial and organizational information.
Budget Process Leadership and Coordination
- Working in partnership with the Associate Vice-President, Finance, lead the coordination and administration of the University’s annual operating budget process.
- Administer the institution’s annual budget schedule, ensuring budget materials are prepared and distributed, information is collected and compiled, and milestones, deadlines, and approval requirements are met.
- Coordinate budget planning and review meetings with academic and administrative units and Financial Services staff.
- Prepare and distribute budget templates, schedules, instructions, and supporting materials.
- Collect, consolidate, organize, and track budget submissions and related documentation from faculties, departments, and administrative units.
- Monitor progress throughout the budget cycle and follow up with stakeholders to ensure timelines, deliverables, and reporting requirements are achieved.
- Compile and summarize budget information and supporting documentation for presentations, reports, and materials prepared for senior leadership, governance committees, and the Board of Governors.
Information Management and Executive Communications
- Serve as the primary administrator for Finance SharePoint sites and information repositories.
- Manage document libraries, records, workflows, templates, reports, and executive files, ensuring information is organized, accessible, current, and compliant with records management requirements.
- Support the continuous improvement of information management practices, administrative processes, and digital workflows.
- Provide advanced editorial and quality assurance support for presentations, financial reports, Board materials, executive correspondence, and public-facing documents, ensuring accuracy, consistency, clarity, and the highest standards of professionalism.
Stakeholder Relations and Portfolio Coordination
- Act as a key liaison between Financial Services, academic and administrative units, senior leaders, government representatives, and external stakeholders to support effective communication, collaboration, and issue resolution.
- Support the coordination of strategic and operational initiatives within the Finance portfolio.
- Foster strong working relationships and provide exceptional service in support of University priorities.
Plus More: Be ready to take on additional related tasks as assigned – your role is dynamic and essential to our success!
Why Join Us?
At the University of Regina, we’re more than just a campus – we’re a community!
Join our team and enjoy:
- Meaningful Impact: Your work directly contributes to creating a better environment for students, faculty, and staff.
- Professional Growth: We support your development, offering opportunities for advancement and learning.
- Work-Life Balance: We value your well-being and know your personal life is most important!
- Dynamic and Inclusive Workplace: We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
- Innovation Culture: We encourage fresh ideas and innovative thinking.
- Competitive Compensation: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Contribution Pension Plan, and much more!
If you’re ready to join a dynamic team, we invite you to apply today!
Position Requirements
What You’ll Bring to this Position:
- Completion of a recognized administration course or equivalent
- Minimum seven years of progressively responsible executive administrative experience supporting senior leaders within a large and complex organization.
- a combination of education and experience may be considered.
Skills That Will Ensure Your Success in the Role:
- Demonstrated ability to act as a trusted executive partner, exercising exceptional judgment, discretion, diplomacy, and professionalism in a fast-paced and politically sensitive environment.
- Proven experience coordinating complex institution-wide initiatives involving multiple stakeholders, competing priorities, and critical deadlines.
- Exceptional organizational, project management, and problem-solving skills, with demonstrated ability to anticipate needs, manage competing priorities, adapt to changing circumstances, and deliver results in a dynamic environment.
- Advanced proficiency in Microsoft Office applications, including Excel, PowerPoint, Outlook, Teams, and SharePoint.
- Exceptional communication and information-management skills, including the ability to collect, consolidate, organize, summarize, edit, and present complex information in support of executive decision-making.
- Demonstrated experience preparing and editing executive correspondence, briefing materials, governance documents, reports, presentations, and public-facing communications.
- Exceptional editorial and quality-assurance skills, with a demonstrated ability to review complex documents for accuracy, consistency, clarity, and professionalism.
- Demonstrated ability to build effective relationships and collaborate with senior leaders, faculty, staff, government representatives, and external stakeholders.
- Experience coordinating budget development, financial administration, governance activities, strategic planning processes, or other complex institutional initiatives is strongly preferred.
- Knowledge of post-secondary education, public-sector administration, financial management, and governance practices is an asset.
Physical Demands Pay Grade OOS 4 Salary Range $64,230.00 - $96,343.00 annually Status Permanent Work Hours Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting No Preference Target Posting Not Targeted
Additional Information
Job Close Date
09/14/2026
Special Application Instructions
We know imposter syndrome can get in the way, but we truly value diverse perspectives. Don’t hesitate to apply – submit your application today!
Safety Statement
The University is committed to maintaining a safe and healthy workplace and strengthening a culture of safety across the campus community. All employees share responsibility for contributing to a safe working environment.
Diversity Statement
The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by The Saskatchewan Human Rights Code, 2018.
