Executive Assistant

Company: McMaster University

Role: Executive Assistant, VP Indigenous Office, Full time

This position will give preference to candidates who identify as a member of an Indigenous community (First Nations, Métis, and Inuit). Candidates from this designated group are invited to self-identify in their cover letter, including details relevant to their community and lived experience, as part of the application process.

The Office of the Vice Provost Indigenous provides strategic leadership to advance Indigenous priorities, including research, education and reconciliation across the institution; and to strengthen the university’s relationship with Indigenous communities.

The Executive Assistant is accountable to the Vice-Provost, Indigenous (VPI). The incumbent provides support for the VPI and assists with the implementation and conduct of university-wide responsibilities.  The Executive Assistant is an integral part of the team that supports the Office of the VPI.

The Executive Assistant is specifically responsible for the effective and efficient management of the Office of the VPI and for coordinating a variety of administrative and secretarial duties in support of the VPI.  This is a multi-faceted area and impacts a major portion of the university. Work assignments are complex in nature, and considerable judgement, tact, creativity and initiative are required in resolving problems.  The incumbent must possess knowledge of university activities and demonstrates understanding and respect for Indigenous ways of knowing and being, including an understanding of Indigenous peoples’ histories, cultures, and experiences.

Accountabilities:

Responsible for the effective and efficient management of the Office of the VPI.

• 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 specific Indigenous information needs
• resolves requests, problems and complaints independently; and provides organizational direction and recommends next steps to be taken, thereby building relationships with Indigenous peoples both on and off campus.
• prepares information and material for reports, presentations, meetings, requests, etc.
• initiates transaction for and reconciles all accounts of the Office of the VPI
• orders office supplies and prepares cheque requisitions, travel expense forms, payroll authorizations, journal entries and other required forms
• observes confidentiality in all activities and exhibits professionalism in interactions with various persons
• manages space bookings for meetings with the VPI
• manages any potential office space renovations, and furniture reconfigurations

The Executive Assistant works with other staff reporting to the Office of the VPI.

• works with the Administrator and Communications Lead and any other team member of the Office of the Vice-Provost, Indigenous
• Provides administrative support
• checks requisitions for accuracy and appropriate budget approval
• 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 VPI including financial reconciliation, HR recruiting and onboarding

Manages the VPI’s calendar

• 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 any potential training events

Responsible for the coordination and follow up for any University Committees chaired by the VPI and other groups as required

• organizes meetings, sets agendas in conjunction with the VPs and AVPs and provides background materials
• attends these meetings and provides the group with notes and action items
• responsible for following up on issues and action items from these meetings
• ensures that relevant new or revised policies or information meets the multiple time lines for University approval
• reviews status of projects and is involved with implementation planning in consultation with the Chair
• assists with the coordination of other groups as required by the VPs and AVPs 
• liaises with University Secretariat regarding Undergraduate Council and its committees

Responsible for doing background research on projects

• assembles information from the internet, reports and policies
• organizes the data and provides initial assessments to the VPI 
• assists in preparing for the meetings with individuals and committees

Handles all travel arrangements for the VPI

• coordinates travel arrangements and accompanying material
• completes travel expense reports

Acts as an administrative back-up for all areas in Office

• responsible for setting up new employees in the Office
• manages Mosaic new staff set up and is responsible for timekeeping input
• backup during busy periods and vacation periods as required

Knowledge and Skills

• Self-identifies as an Indigenous person, must be a recognized member of the First Nations, Inuit and/or Métis peoples of Canada and has lived experience.
• Demonstrated understanding and respect for Indigenous ways of knowing and being, including an understanding of Indigenous peoples’ histories, cultures, and experiences.
• Strong research skills using online and traditional sources of information.
• Demonstrated high levels of professionalism, discretion, diplomacy, and tact.
• Exceptional and effective interpersonal, planning and communication (oral and written) skills
• High degree of cultural sensitivity and awareness and the ability to work with a diverse student, staff, and faculty population.
• Strong organizational, problem-solving, and analytical skills, including attention to detail and the ability to quickly adapt to a flexible and dynamic work environment.
• Detail oriented and self-directed, and able to manage multiple deadlines.  
• Ability to gather data, compile information and prepare background materials
• 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 and Indigenous community
• Experience taking meeting minutes/dictation.
• Proficiency in various computer applications including Windows, Microsoft Word, Microsoft Excel, Microsoft Teams, PowerPoint, etc.

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+.

Pay Transparency Statement

Hiring Range: $60,000 to $70,000

This salary band of this role is currently under review. The expected hiring range represents McMaster's typical hiring range for this position. Actual starting salary will depend on factors such as relevant experience, qualifications, internal equity, and market conditions.

Individuals with extensive experience, deep specialized expertise, and/or those who can demonstrate exceptional past performance, as applicable, may be hired at a higher rate within the full range, in accordance with the University compensation policies

Employment Equity Statement

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

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process. 

How To Apply

To apply for this job, please submit your application online: Careers - Human Resources