EDUCATION LEVEL

College diploma in Office Administration, or other relevant qualifications

JOB DESCRIPTION

Primary Purpose:
The Executive Assistant is 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 Provost and Vice-President (Academic). In particular, the Executive Assistant provides high-level administrative, scheduling, and secretarial support to the Provost and serves as an integral member of the Provost’s Office team.
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 and maintain in-depth knowledge of University activities, policies, and processes, demonstrate a thorough understanding of the Provost’s priorities, and develop the positive relationships needed to be able to effectively direct correspondence, obtain and provide information, and act as a trusted resource and support to the Provost.
The Executive Assistant is responsible for operating with a high degree of tact, diplomacy, and discretion. Most of the material handled in the Office of the Provost is confidential and can be very sensitive in nature. The Provost’s schedule is extremely busy and the Executive Assistant must demonstrate exceptional organizational skills and be adept at responding to urgent matters and emerging priorities.
The Executive Assistant reports to the Provost and Vice-President (Academic) and works as part of a collaborative and supportive administrative team within the Office of the Provost. The Executive Assistant also has an administrative reporting relationship to the Associate Vice-President (Academic Planning and Finance), who, with the support of the Office Manager, oversees the work of the administrative support staff within the Office of the Provost.
Specific Accountabilities:

QUALIFICATIONS:

• College diploma in Office Administration, or other relevant qualifications
• Demonstrated senior office administration experience, including executive level support
• Exceptional organizational abilities, including the ability to work to tight deadlines and to manage multiple competing priorities and a constantly fluctuating workload
• Excellent interpersonal and communication skills (both written and verbal), including the ability to deal with senior members of the University administration, Board members, donors, government officials, and other external stakeholders with confidence
• Demonstrated initiative and problem-solving ability
• Ability to gather data, compile information, and prepare background materials
• High-level computing skills and demonstrated ability to acquire and develop new skills as needed
• Exceptional attention to detail
• Thorough understanding of the University, its operations, structure, policies, and procedures
• Diplomacy, tact, and discretion
• Self-motivated and outcome oriented

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.

RESPONSIBLE FOR THE EFFECTIVE AND EFFICIENT MANAGEMENT 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, and directs information appropriately
• Communicates professionally and effectively with multiple internal stakeholders (President, Senior Management, Deans, Directors, faculty, staff, student leaders and students) and with external stakeholders (government offices personnel, media, senior officers at other Universities and Colleges), all of whom have diverse information needs
• Composes and edits correspondence on behalf of the Provost, setting a professional and knowledgeable tone
• Serves as a liaison between executives, managers and visitors. Screens and directs incoming calls, correspondence, and visitors
• Builds positive connections with all the Offices and areas reporting to the Provost, including the Vice-Provosts, Deans, Associate Vice-Presidents, Librarian, and Director of the McMaster Museum of Art, modelling a collaborative approach in support of the work of the Provost
• Keeps the Provost apprised of developments, both internal and external, that may be important, ensuring that the Provost is provided with all background information, briefing materials and other information that might be needed.
• Resolves requests, problems, and complaints independently wherever possible, seeking advice where needed; acts as a resource to other administrative staff within the Provost’s Office by providing organizational direction and recommending next steps to be taken with regard to particular issues or requests
• Prepares and/or coordinates all information and material needed by the Provost for reports, presentations, meetings, or to respond to questions or requests
• Responsible for document management, retrieval of information and archiving including maintaining the document management database within the Office
• Maintains extensive confidential files, information, and data
• Observes confidentiality in all activities and exhibits professionalism in representing the Office of the Provost and in all interactions

UNDERTAKES GENERAL OFFICE ADMINISTRATION DUTIES

• Provides administrative support, including minute taking, for additional committees attended or chaired by the Provost, as required; undertakes any other administrative tasks in support of committees or working groups, as needed
• Assists other members of the Provost’s Office team as required, including acting as a backup to other staff during busy periods and vacation times
• Tracks vacation time for Provost’s Office staff
• Undertakes general administration, including ordering office supplies, preparing cheque requisitions, travel expense forms, payroll authorizations, journal entries, and other required forms
• Handles sensitive and confidential material on a daily basis and ensures such information is treated appropriately and in accordance with all relevant University policies and protocols
• Maintains appropriate office safety systems, including key distribution, access rights, and tracking
• Maintains the reception area of the Provost’s Office, greets and welcomes all visitors to the Office, and sets a professional, helpful, and knowledgeable tone
• Coordinates and performs related duties as assigned.