Vice-President Academic & External Commissioner
Direct Supervisor: Vice-President Academic & External
Term: November 1, 2026 – April 30, 2027
Work arrangement: Hybrid, mostly remote, with occasional in-person support
Hours: 10 hours per week
Remuneration : $18.05/hr
About
The Dalhousie Student Union (“the Union”) is a democratic union that represents and organizes the 20,000+ students at Dalhousie University. The Union (1) directs its advocacy priorities to fight for student interests, (2) supports and empowers student leaders to make change in their environment, and (3) provides services and grants to support students in their academic and social lives.
The Vice-President Academic & External (VPAE) represents students on academic matters at Dalhousie, sits on Senate, chairs the Student Senate Caucus and External Committee, and advances the Union’s advocacy priorities with the University, government, and external student organizations. This Executive Assistant provides administrative, organizational, and research support to the VPAE in carrying out that work.
Support
Any support needed in this role can be raised directly with the VPAE so you can find a solution together. Your input matters in keeping this role functional, meaningful, and manageable.
Because this role may involve access to sensitive information, the Executive Assistant is expected to maintain confidentiality and follow DSU information-handling practices at all times.
Responsibilities
Regular responsibilities:
- Monitor the shared VPAE administrative shared inbox and designated correspondence, respond to routine matters, and flag anything requiring VPAE attention;
- Draft routine emails and follow-ups for VPAE review;
- Schedule meetings with students, administrators, government representatives, and external stakeholders;
- Manage the VPAE’s calendar to avoid conflicts and overscheduling;
- Maintain a running action-item tracker for meetings, campaigns, and advocacy files;
- Complete follow-up after meetings (sending documents, confirming next steps, tracking outstanding responses);
- Prepare and distribute meeting packages, agendas, and briefing materials;
- Support the Student Senate Caucus and External Committee (scheduling, member communication, attendance tracking, and distributing meeting materials and minutes);
- Conduct preliminary research on University, municipal, provincial, or federal issues relevant to current advocacy, and prepare short background notes ahead of meetings;
- Maintain organized records of committee appointments, contacts, and correspondence; and
- Track deadlines associated with Senate, University committees, DSU Council, external organizations, and VPAE initiatives, and provide reminders for upcoming reporting requirements, including Council reports and Executive Policy reporting deadlines.
From time to time, you may also be asked to:
- Maintain campaign timelines, stakeholder lists, and project trackers;
- Provide logistical support for consultations, town halls, campaign events, and meetings with the Halifax Student Alliance and other student organizations;
- Compile survey results, consultation feedback, and meeting notes into summaries;
- Carry out routine tasks tied to the VPAE’s executive goals and track progress for Council updates; and
- Help organize files and documentation that support the VPAE’s end-of-term transition report.
Student and Academic Issues
Where appropriate, you may help sort incoming student concerns, direct them to the right DSU or University office, and track recurring issues that may warrant advocacy. You will not give legal, academic, or case-specific advice to students or manage sensitive student cases independently.
Role Boundaries
The Executive Assistant does not:
- Exercise any authority assigned to the VPAE by Bylaws or Policy;
- Speak publicly for the DSU or commit it to a position, expenditure, partnership, or agreement without authorization;
- Replace student representatives on Senate, University committees, or DSU committees; or
- Respond independently to sensitive, case-specific, or non-routine correspondence.
The Executive Assistant is expected to:
- Maintain confidentiality when handling student information, correspondence, meeting materials, and other sensitive information accessed through the role; and
- Refer sensitive, case-specific, or non-routine correspondence to the VPAE.
Qualifications
An ideal candidate would have:
- Strong organizational and time-management skills;
- Reliable, professional written communication;
- Attention to detail and the ability to juggle several files at once;
- Good judgment with confidential information;
- Strong interpersonal skills;
- The ability to take initiative while knowing when approval is needed; and
- An interest in student advocacy, public policy, University governance, or community organizing.
Prior experience is an asset, but none is required.
Reporting
During the first four weeks, you and the VPAE will meet regularly to complete onboarding, set up working systems, and review ongoing files. After that, you will meet twice weekly to review upcoming meetings and deadlines, outstanding action items, correspondence needing follow-up, and priorities for the coming days. There will also be monthly check-ins to discuss workload and give feedback on how the role can be better supported.
