Verified Job
Manufacturing - Operations
Executive Assistant & Operations Manager
Manufacturing - Operations
#720054
Remote / WFH
Dalhousie University 4.2 4.2 out of 5 stars Halifax, NS•Hybrid work $61,491–$82,262 a year - Full-time Dalhousie University
Job Description
Job Summary
The mission of Facilities Management (FM) is to provide the Dalhousie community with an inviting, safe and sustainable environment which supports and enhances an inspiring experience in learning, living, working and research. Facilities Management is an innovative team of motivated professionals recognized for excellence in facilities management. Reporting to the Assistant Vice-President, Facilities Management (AVP FM), the Executive Assistant & Operations Manager provides senior-level executive, operational, governance and administrative support to the Office of the AVP FM.
Key Responsibilities
Design, implement, and continuously improve administrative systems, procedures, and office workflows to ensure efficiency, effectiveness, and value to the AVP FM office.
Manage the full lifecycle of electronic and paper records (creation, storage, retrieval, and disposal) in compliance with legal requirements and university policies.
Oversee and manage all communications on behalf of the AVP FM, including correspondence, briefings, sensitive inquiries, and preparation of high-level materials while maintaining confidentiality and professionalism.
Coordinate departmental workflow across the AVP FM office and Facilities Management units, proactively identifying issues, tracking progress, and ensuring timely resolution.
Ensure adherence to institutional policies and act as a key resource for policy interpretation, while supporting governance processes and reducing operational, legal, and reputational risk.
Coordinate contract review and approval processes and support special projects and strategic initiatives, including tracking, stakeholder coordination, reporting, and process improvements.
Note
The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work from within Nova Scotia) as agreed by all parties based on operational requirements and university guidelines.
Required Qualifications
Undergraduate degree with five years of progressively responsible senior administrative, executive support, operations coordination, governance support, contract administration or related experience (or an equivalent combination of education, training and experience).
Ability to manage sensitive and confidential matters with professionalism, discretion and sound judgment.
Strong understanding of administrative controls, records management, policy compliance, approval workflows, confidentiality and risk-aware decision support.
Ability to work independently, anticipate needs, assess urgency, escalate issues appropriately and coordinate work across multiple senior stakeholders.
Assets
Experience coordinating contracts, agreements, approvals, records, procurement documentation, legal review processes or governance materials.
Project coordination, governance support, records management, contract administration or policy/compliance training would be considered assets.
Experience working in a complex, decentralized, unionized or post-secondary environment.
Job Competencies
The successful candidate is expected to demonstrate proficiency in Dalhousie’s core and leadership competencies, in particular:
Self-Awareness & Professionalism
Integrity
Respect & Inclusion
Adaptability
Knowledge & Thinking Skills
Additional Information
Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.
Application Consideration
Applications from current university employees and external candidates are assessed concurrently. Current university employees will be given special consideration.
We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.
The mission of Facilities Management (FM) is to provide the Dalhousie community with an inviting, safe and sustainable environment which supports and enhances an inspiring experience in learning, living, working and research. Facilities Management is an innovative team of motivated professionals recognized for excellence in facilities management. Reporting to the Assistant Vice-President, Facilities Management (AVP FM), the Executive Assistant & Operations Manager provides senior-level executive, operational, governance and administrative support to the Office of the AVP FM.
Key Responsibilities
Design, implement, and continuously improve administrative systems, procedures, and office workflows to ensure efficiency, effectiveness, and value to the AVP FM office.
Manage the full lifecycle of electronic and paper records (creation, storage, retrieval, and disposal) in compliance with legal requirements and university policies.
Oversee and manage all communications on behalf of the AVP FM, including correspondence, briefings, sensitive inquiries, and preparation of high-level materials while maintaining confidentiality and professionalism.
Coordinate departmental workflow across the AVP FM office and Facilities Management units, proactively identifying issues, tracking progress, and ensuring timely resolution.
Ensure adherence to institutional policies and act as a key resource for policy interpretation, while supporting governance processes and reducing operational, legal, and reputational risk.
Coordinate contract review and approval processes and support special projects and strategic initiatives, including tracking, stakeholder coordination, reporting, and process improvements.
Note
The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work from within Nova Scotia) as agreed by all parties based on operational requirements and university guidelines.
Required Qualifications
Undergraduate degree with five years of progressively responsible senior administrative, executive support, operations coordination, governance support, contract administration or related experience (or an equivalent combination of education, training and experience).
Ability to manage sensitive and confidential matters with professionalism, discretion and sound judgment.
Strong understanding of administrative controls, records management, policy compliance, approval workflows, confidentiality and risk-aware decision support.
Ability to work independently, anticipate needs, assess urgency, escalate issues appropriately and coordinate work across multiple senior stakeholders.
Assets
Experience coordinating contracts, agreements, approvals, records, procurement documentation, legal review processes or governance materials.
Project coordination, governance support, records management, contract administration or policy/compliance training would be considered assets.
Experience working in a complex, decentralized, unionized or post-secondary environment.
Job Competencies
The successful candidate is expected to demonstrate proficiency in Dalhousie’s core and leadership competencies, in particular:
Self-Awareness & Professionalism
Integrity
Respect & Inclusion
Adaptability
Knowledge & Thinking Skills
Additional Information
Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.
Application Consideration
Applications from current university employees and external candidates are assessed concurrently. Current university employees will be given special consideration.
We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.
