Executive Assistant

Education Level Post-secondary education or equivalent experience. Office administration training

Career Level Experience working for a university or public sector official. Significant experience in providing strategic advice and support to senior executive and administration. Progressive office administration skills.

Job Description

Job Summary: 

The Executive Assistant coordinates a variety of administrative duties in support of the Assistant Vice-President & Chief Facilities Officer. The division is multi-faceted and impacts on a major portion of the University. Work assignments are complex in nature, where considerable judgment, tact, creativity and initiative are required in resolving problems. This position works closely with the Assistant Vice-President & Chief Facilities Officer and other Senior Officers of the University on a broad range of tasks internal and external to the University.

Accountabilities: 

1. Understands the performance of all duties related to this role must be conducted with integrity, respect, trust, accountability and teamwork. In assessing workflows understands the need to be inclusive, open, and promote a culture of transparency. Understands the need to promote efficiency, reduce bureaucracy, and maintain a balance that delivers upon the University mission for our students, Faculty and staff.

2. Provides overall management and leadership of the Assistant Vice-President & Chief Facilities Officer and the Facility Services portfolio to support both long term objectives and day to day needs. Manages the day to day operations.

3. Assesses, prioritizes and effectively streamlines the Assistant Vice-President & Chief Facilities Officer's schedule requirements for both on- and off-campus locations. Reviews requests and coordinates schedules and meetings to ensure meeting and planning time is balanced. Maintains daily appointment calendar and coordinates the gathering and provision of meeting materials in electronic form, to the extent possible, on the shared server. 2

4. Schedule and coordinate a variety of events and activities such as All-Staff meetings. Committee meetings. Manager meetings and other events as necessary while ensuring the most economical use of funding.

5. Independently manages inquiries and requests and resolves problems requiring good business judgment, in-depth knowledge of the area and general knowledge of the university, its policies and procedures. Determines the appropriate course of action and who should assume responsibility for the resolution of each incoming request. Working within guidelines and policies, finds solutions to unanticipated problems and decides whether the complexity of a problem warrants the involvement of other more senior staff.

6. Conducts research, collects data from both internal and external sources, compiles, processes and synthesizes data and interprets results in order to handle issues and prepare reports, meeting notes and requests in order to meet the needs of the portfolio, the University and/or other stakeholders.

7. Oversees communication initiatives and acts a key resource person, liaison and communicator for the Facilities Services portfolio. Coordinates the flow of information and directs data appropriately. Investigates specific issues and develops appropriate recommendations and responses. Acts as a contact person and collects, formats and disseminates infonnation to others. Ensures infonnation is clear, correct and in a form suitable to its intended audience.

8. Responsible for portfolio team support/office administration. Organizes work flow, composes and edits correspondence on Assistant Vice-President and CFAO’s behalf, takes minutes of meetings, maintains extensive confidential files, information and data, monitors performance to portfolio objectives, tracks health and safety training for the portfolio, maintains up-to-date vacation information for the portfolio, analyzes and projects the budget, and organizes and performs other related key administrative duties. Will implement new technologies to reduce paper and simplify processes of office administration.

9. Provides administrative support to the Planning and Resources Committee. Prepares follow-up and communicates decisions.

10. Handles sensitive/confidential material strictly in accordance with University policy and instructions.

11. Makes all necessary travel arrangements and manages all expense reimbursement requests for the Assistant Vice-President & CFAO while ensuring the most economical use of funding.

12. Performs other related administrative duties as required.

1. Applies sound knowledge and understanding of the budget, and application of University By [1] Laws, policies and procedures to process University financial transactions for the Office of the Assistant Vice- President & CFAO.

2. Completes required paperwork for processing and payment of invoices, statements of accounts, receipts, purchase requisitions, journal entries, payroll authorization, reimbursements, reports and other financial documents and ensure adequate documentation and support for transactions and reports. Reconciles accounts and liaises with Budget Analyst regarding outstanding issues and future commitments.

3. Liaise with other departments regarding accounts (shared access accounts) to coordinate payments.

4. Review and make recommendations for proper handling of complex or unusual financial transactions as well as projected expenditures for the next fiscal year.

Qualifications: 

Knowledge/Skills:

• Exceptional interpersonal, organizational, planning and communication skills. Incumbent will interact with individuals at every level and from many different perspectives.
• Ability to cope with multiple demands and manage competing priorities.
• Excellent analytical and judgment skills.
• Excellent capability to make decisions independently with authority and confidence, referring only the most complex problems to supervisors.
• Solid knowledge and understanding of the University operations, structure and policies.
• Proven skills in project management, change management and strategic planning.
• Superior research methods and planning and evaluative skills.
• Advanced computer skills for word processing, spread sheets and databases.
• Knowledge of webpage design (or willingness to learn)   Good supervisory practices.

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:

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.