Position Details

Position Information

Position Title Executive Assistant & Operations Manager

Research Project

Department/Unit Facilities Management

Location Halifax, Nova Scotia, Canada

Posting Number S200-26

Employee Group DPMG

Position Type Regular, On-Going

Duration of Contract (if applicable)

Employment Type Full Time

Full-time Equivalency (FTE) 1.0

Salary $61,491 - $82,262 per annum, 35 hours per week

Classification ADM-05

Provisional Statement

About Dalhousie University

Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

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.

Diversity Statement

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please review our Employment Equity information.

If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here .

Posting Detail Information

Number of Vacancies 1

Open Date 06/30/2026

Close Date 07/08/2026

Open Until Filled No

Special Instructions to Applicant

Quick Link for Direct Access to Posting https://dal.peopleadmin.ca/postings/21473