Executive Assistant to the Vice President Students

Position Title: Executive Assistant to the Vice-President, Students
Department: Student Life
Position Type: Full-Time
Classification: MPE Band C
Salary Range: $49,003.50 to $59,845.50
Posting Date: January 29, 2026
Closing Date: Applications will be reviewed starting February 6, 2026 and continue until the position is filled.

Overview 

StFX is seeking an Executive Assistant to support the Vice-President, Students. Reporting directly to the Vice-President, Students, this role serves as primary point of coordination for the VP Students portfolio, providing high-level administrative, operational, and project coordination support across Student Services and related areas.

The Executive Assistant plays a central role in supporting executive decision-making by managing priorities, coordinating internal and external stakeholders, preparing materials for senior committees and governance bodies, tracking actions and commitments, and ensuring effective follow-through across a diverse portfolio. In addition to executive support, the position supports portfolio operations and selected initiatives, including coordinating meetings and committees, supporting planning and reporting cycles, managing sensitive and confidential files, and supporting project coordination and implementation.

Success in this role requires strong professional judgment, initiative, and the ability to anticipate needs and proactively manage priorities in a fast-paced and complex environment. The Executive Assistant must demonstrate discretion, steadiness under pressure, and confidence working independently, while building trusted relationships across diverse stakeholders.

Responsibilities: 

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  Executive Support and Office Management (approx. 35%)

  
  
  
  
  • Provides executive  administrative support to the Vice-President, Students, managing priorities across the VP Students portfolio.
  
  
  • Manage the VP’s calendar, correspondence, meetings, and commitments, ensuring priorities are aligned and deadlines met.
  
  
  • Act on behalf of the VP in internal and external communications to support timely responses and effective relationship management.
  
  
  • Prepare briefing materials, correspondence, reports, and documentation of a highly confidential and sensitive nature.
  
  
  • Coordinate meetings and committees involving internal and external stakeholders, including agenda preparation, documentation, minutes, action tracking, and follow-up.
  
  
  • Support the VP in preparation for governance and senior leadership forums (e.g., Quality of Life, Senate, Faculty, Board of Governors, CCSJ, Student Services Leadership Team, Good Neighbours Working Group).
  
  
  • Track actions and commitments arising from meetings and follow up with stakeholders to support progress and accountability.
  
  
  • Coordinate travel, events, and hospitality on behalf of the VP.
  
  
  • Process and track financial and budget-related items associated with the VP Students office.
  
  
  • Serve as a key point of contact for faculty, staff, students, senior leaders, and external partners.
  
  
  • Support facilities coordination for the VP Students office as delegated.
  
  
  
  

   

  
  


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  Portfolio Coordination and Project Support (approx. 30%)

  
  
  
  
  • Provide project coordination and operational support for initiatives across the VP Students portfolio, translating executive direction into actionable workplans and tracking progress across multiple stakeholders.
  
  
  • Support project lifecycle activities including initiation, planning, monitoring, and close-out, ensuring timelines, deliverables, and documentation are maintained.
  
  
  • Develop and maintain project workplans, schedules, and tracking tools; monitor progress against milestones; follow up with contributors to support timely completion of tasks and commitments.
  
  
  • Prepare project status updates and summary reports for the Vice-President and leadership team, identifying risks, dependencies, and emerging issues.
  
  
  • Support preparation of project documentation, including drafting materials, maintaining records, and coordinating approvals in alignment with established policies and templates.
  
  
  • Maintain organized and accessible project files and documentation using appropriate project management tools.
  
  
  
  

   

  
  


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  Student Conduct and Case Management

  
  
  
  
  • Schedule meetings for students with the Manager, Restorative Practice/Conduct and/or Residence Life Coordinators.
  
  
  • Assist with Sexual Violence, Harassment and Discrimination and Community Code processes handled by the Responsible Authority.
  
  
  • Support appeal processes, including scheduling, preparation of materials, and correspondence.
  
  
  
  

   

  
  


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  ERez Management

  
  
  
  
  • Administer ERez (staff and role permissions, forms management, workflow management, outcome templates, training/resources, reporting, and troubleshooting with ITS/developer).
  
  
  
  

   

  
  


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  Administrative Support

  
  
  
  
  • Support payroll setup for new, sessional, and casual staff, including preparation of schedules and payroll submissions as required.
  
  
  • Provide selected administrative support across the Students’ Division as needed.
  
  
  
  

Required Qualifications

• Bachelor’s degree from a recognized university or college, or an equivalent combination of education and experience.


• Minimum of 7 years’ experience providing senior-level administrative, operational, or executive support in a complex organization.


• Demonstrated ability to work independently with sound judgment and discretion.


• Strong organizational, interpersonal, and communication skills (written and verbal).


• Proven ability to manage multiple priorities and work effectively in a fast-paced environment.


• Experience coordinating projects or initiatives involving multiple stakeholders.


• Advanced computer skills, particularly in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) and related tools.


• Comfort working with sensitive and confidential information.


• Flexibility in work hours during peak periods.

About Student Life

The Students’ Division plays a central role in shaping the overall student experience at StFX, supporting students from transition to graduation and beyond. Working in close partnership with academic and administrative units, the Division brings together services and programs that support student wellbeing, engagement, belonging, and success.

Student Services is organized into five functional units:

1. Student Life – including Residence Life, Conduct/Restorative Practices, and Student Development & Engagement


2. Health, Counselling & Accessible Learning – including Sexual Violence Prevention & Response


3. Human Rights & Equity – with supports such as the Equity & Response Advocate, Black Student Advisor, Indigenous Student Advisor, Gender & Sexual Diversity Advisor, and International Student Advisor


4. Chaplaincy


5. Experiential Learning & International Programs (jointly overseen with the AVP Academic Affairs) – including Service Learning, International Exchange, Co-op Education, and Career Services

Through collaboration with faculty, staff, student leaders, and community partners, the Students’ Division helps ensure that StFX is a welcoming, vibrant place where students are supported to thrive.

About St. Francis Xavier University

Established in 1853, St. Francis Xavier University (StFX) is consistently recognized as one of the best universities in Canada. StFX exceeds the needs of today’s undergraduates by providing the very best academic experience -- outstanding teaching, exceptional hands-on research opportunities, and global exchanges -- all within Canada’s most vibrant and inspiring residential campus. Here, the focus is on the academic and personal development of every student, making community and social engagement a large part of the learning experience. Our students are academically strong and highly engaged in every aspect of life, determined to make a positive impact on the world.

In 2022, Maclean's annual university rankings put StFX #1 in student satisfaction and #2 in reputation across Canada in the primarily undergraduate category. For more, visit www.stfx.ca.

About Antigonish, Nova Scotia

The beautiful and historic town of Antigonish is located within the northeastern corner of Nova Scotia. Only a 15-minute drive from the ocean and a two-hour drive to major urban centres, Antigonish is a family-friendly community with a diverse and growing population and provides access to excellent education at all levels. The town is surrounded by rolling countryside and beautiful beaches and is a hotspot for outdoor recreation, sports and other active lifestyle activities. Antigonish supports a vibrant culture in the arts with music, performing arts, visual arts and crafts, and fabulous festivals happening throughout the year. For more information visit www.townofantigonish.ca or www.visitantigonish.ca.