Job Title: Executive Assistant
Mosaic Job #: 006172
Department: Office of the Provost
Reports To: Associate Vice-President, Finance and Planning (Academic)
Job Family: Admin Support
The Executive Assistant is an integral part of the team that supports the Office of the Provost and is specifically responsible for the on-going effective and efficient management of the Office of Institutional Research and Analysis and various project areas as directed by the AVP, Finance and Planning. The Executive Assistant is part of a administrative team responsible for the effective and efficient management of the Office of the Provost and Vice-President Academic and for coordinating a variety of administrative and secretarial duties in support of the Associate Vice-President (Finance and Planning), the Director of Institutional Research and Analysis and the Data Governance program. This is a multi-faceted area and impacts a major portion of the university.
The Executive Assistant, exercises initiative and judgment to assess and discreetly respond to internal and external inquiries and provides all the required information to keep projects and assignments on schedule. The Office of IRA is responsible for the delivery of many reports and analyses to the President, Provost and Ministry (MCU) several times throughout the year, and the Executive Assistant tracks the critical timelines and communications and often submits documentation and communication on behalf of the IRA Office. This is a multi-faceted area and impacts a major portion of the university, and as such, the Executive Assistant must be able to identify priorities and balance workflow within the IRA Office, including synchronizing calendars and schedules of projects, meetings, and due dates. Work assistants are often complex in nature, and considerable judgement, tact, creativity, and initiative are required in resolving problems.
Office of IRA:
Serves as a liaison between Senior Executives, Managers, Ministry Officials, and visitors as required.
Organizes workflow, composes, and edits correspondence on behalf of the Director and IRA Office, and creates clear and effective oral, written, and electronic communications, often technical in nature.
Monitors and screens email, voicemail, and incoming mail, to prioritize and bring forward alerts regarding immediate action and proactively resolves requests, problems, and complaints independently.
Collaboration with multiple and external constituents with diverse information needs to ensure business priorities and projects of the IRA Office are managed.
Observes confidentiality in all activities and exhibits professionalism in interactions with various persons. Handles sensitive/confidential material strictly in accordance with university policies and maintains extensive confidential files.
Prepares all travel arrangements for the Director and other members of the office as required.
Manages the calendars of the Director and the Senior Manager, thus scheduling and organizing meetings and events, anticipating scheduling conflicts and facilitating alternatives.
Responsible for the coordination and follow up of IRA staff meetings and ad-hoc committee meetings as assigned, including minute-taking. Organize Labs for User Acceptance Testing (UAT).
Acts as advisor regarding human resources policies and issues.
The Executive Assistant prepares and monitors the annual operating budget of the IRA Office ($2M).
orders office supplies and prepares cheque requisitions, travel expense forms, payroll authorizations, journal entries and other required forms
Works part of a team of Executive Assistants in the Provost’s Office, which includes cross-training and vacations coverage of positions as needed.
maintains the schedule, reviews on-going requests, and reorganizes existing commitments according to their priority on a daily basis
sets up and arranges meetings including several large scale ongoing meetings
manages conflicting demands and changes to schedules
may organize business events, and assists with the coordination of faculty member training events
coordinates travel arrangements and accompanying material
completes travel expense reports
manages various office space renovations, and furniture reconfigurations
Responsible for the effective and efficient management of duties within the assigned areas of the Office of the Provost and Vice-President Academic.
organizes the work, creates clear and effective oral, written and electronic communications
monitors email, voicemail and incoming mail, prioritizes and brings forward alerts regarding immediate action
communication with multiple internal (Senior Management, Deans, Associate Deans, Directors, faculty, staff, student leaders and students) and external (government offices personnel, media, senior officers at other Universities and Colleges) constituents with diverse information needs
keeps the AVPs and VPs apprised of developments, both internal and external, that may be important
resolves requests, problems and complaints and requests independently; and provides organizational direction and recommends next steps to be taken, thereby building a relationships and an understanding of different groups.
prepares information and material for reports, presentations, meetings, requests, etc.
observes confidentiality in all activities and exhibits professionalism in interactions with various persons
manages Mosaic new staff set up and is responsible for timekeeping input
backup to other EA positions within the Office during busy periods and vacation periods as required
recruits and retains log of all Health Safety requirements (first aiders, fire wardens etc) for the area
The Executive Assistant works with other staff reporting to the Office of the Provost and Vice-President Academic.
works with the AVPs, Directors and staff in the MacPherson Institute for Teaching and Learning, Arts and Science Programme, Centre for Continuing Education, Office of Community Engagement, Office of Academic Integrity and Equity and Inclusion office.
Provides administrative support and systems training
Assists in organizing confidential materials and interviews/meetings related to the recruitment of new AVPS, Deans, Directors or faculty members in accordance with University policy
checks requisitions for accuracy and appropriate budget approval
responds to questions from staff on employee benefits, and employment redevelopment issues
ensures that all areas have the current and new university-wide policies, guidelines and instructions and provides interpretations as needed and monitors for compliance
provides administrative support for the Senior Advisor including financial reconciliation, HR recruiting and onboarding
Responsible for doing background research on projects
assembles information from the internet, reports and policies
organizes the data and provides initial assessments to the VPs and AVPs
assists in preparing for the meetings with individuals and committees
College diploma in office administration or equivalent
4-6 years office administration including executive level
Exceptional and effective interpersonal, organizational, planning and communication (oral and written) skills
Demonstrated initiative and problem solving ability
Thorough knowledge of the organizational structure and functional responsibilities
Exceptional organizational abilities
Ability to proactively manage a large and constantly fluctuating workload
Ability to gather data, compile information and prepare background materials
Diplomacy, tact and discretion
Excellent coordination abilities
In-depth understanding of the University operations and structure
Knowledge of University policies and procedures
Ability to deal effectively with all members of the University community
Advanced computer skills for word processing and spreadsheets
McMaster’s core leadership capabilities are designed to nurture employee engagement through best people practices. All leaders will demonstrate these Leadership Capabilities by: Taking a Strategic Approach; Communicating and Collaborating; Developing People; Investing in Relationships; Championing Change and Innovation; and Driving Results.
How To Apply
To apply for this job, please submit your application online.
Employment Equity Statement
McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.
Job applicants requiring accommodation to participate in the hiring process should contact:
Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
Faculty of Health Sciences HR Office at ext. 22207, or
School of Graduate Studies at ext. 23679
to communicate accommodation needs.