Job ID

76146

Job Title

Executive Assistant

Regular/Temporary

Regular

Location

Central Campus

Open Date

2026/05/12

Job Type

Continuing

Close Date

2026/05/26

Employee Group

TMG

Favorite Job

Department

RealEst Partners Ancill Admin

Full/Part Time

Full-Time

Salary Grade/Band

Band H

Salary Range

$59249.00 - $76676.00 (annual)

Job Code

104970

Hiring Range

$59249.00 - $73121.00

Existing Vacancy

Yes - Newly Created Position

Target Number of Openings

1

Hours per Week

35

Posting Details

Schedule

35 Hours

Education Level

Post-secondary education in Office Administration or equivalent

Career Level

4-7 years of executive support to a senior leader or administrator. Experience working for a University or Public Sector.

Job Description

Job Title

Executive Assistant

Reports To (Title):
Associate Vice-President Real Estate & Partnerships

Job Summary

The Executive Assistant coordinates a variety of administrative duties in support of the Associate Vice-President. 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 in a proactive manner. Must maintain a thorough knowledge of the University's structure, policies and activities. This position works closely with the Associate Vice-President and other senior leaders on a broad range of tasks internal and external to the University.

Accountabilities

Administrative

• 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 and maintain a balance that delivers upon the University’s mission for our students, faculty and staff.
• Assesses, prioritizes and effectively streamlines the Associate Vice-President’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 forms, to the extent possible, on the shared server.
• Schedules and coordinates a variety of events/meetings and activities such as Strategic Staff Retreats, Committee meetings, Project Meetings and General meetings, and other events as necessary while ensuring the most economical use of funding. Includes agenda preparation and minutes taking, ensuring effective participation and engagement from all parties.
• 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.
• Assist management team with Human Resources activities for the department. Payroll changes, time entry, employment data changes, recruitment activities such as job posting entries, setting up interview appointments, etc.
• Responsible for team support/office administration. Composes and edits correspondence on Associate Vice-President’s behalf, maintains confidential files, and organizes and performs other related key administrative duties. Continuously evaluate project processes and workflows, suggesting improvements and implementing best practices to enhance efficiency and effectiveness.
• Handles sensitive/confidential material strictly in accordance with University policy and instructions.
• Makes all necessary travel arrangements and manages all expense reimbursement requests for the Associate Vice-President while ensuring the most economical use of funding.
• Performs other related administrative duties as required.

Financial

• Applies sound knowledge and understanding of the budget, and application of University policies and procedures to process University financial transactions for the Office of the AVP.
• Completes required paperwork for processing and the payment of invoices, purchase requisitions, journal entries, non-PO vouchers, HR and payroll entries in the system, reports and other financial documents and ensures adequate documentation and support for transactions and reports.
• Processes, verifies and maintains a variety of financial and other business records and documents related to the Office of the AVP and the department. This includes creating and processing travel expense reports. In the absence of the Manager, Administration, acts as purpose approver for travel expense reporting and payroll.

Leadership Capabilities

At McMaster we believe in the ongoing cultivation of human potential, leveraging the diverse talents of our employees and recognizing that everyone has the opportunity to be a leader in their own role. McMaster’s core leadership capabilities are designed to nurture employee engagement through best people practices. All leaders will demonstrate these leadership capabilities.

Takes a Strategic Approach

• Promotes McMaster culture and values
• Understands global trends and impact
• Anticipates challenges, risks and outcomes
• Gathers key information and resources
• Enables strategic plans through role

Communicates and Collaborates

• Identifies opportunities to collaborate with others
• Generates trust and an inclusive environment
• Listens with insight and respect
• Leverages internal and community networks
• Provides meaningful recognition

Drives Results

• Advances the University strategy
• Delivers with integrity
• Balances priorities to achieve success
• Accepts responsibility and accountability for results
• Takes prudent risks which enable innovation
• Operates with fiscal responsibility

Champions Change and Innovation

• Acts as a positive change agent
• Illustrates resilience and adaptability
• Is bold in championing innovations
• Identifies and fosters opportunities for continuous improvement
• Seeks and utilizes feedback

Develops People

• Engages in personal, team and leader development
• Celebrates and promotes diversity
• Actions learning to enhance value work
• Inspires others using a coach approach
• Provides balanced and timely feedback

Invests in Relationships

• Enhances the university brand, reputation and financial success
• Builds relationships using a service model approach
• Creates positive student, employee and partner experiences
• Participates actively in community engagement
• Demonstrates creativity in resolving issues

Qualifications

Education

• Post-secondary education in Office administration or equivalent experience

Experience

• 4 to 7 years providing a full range of executive support to a senior leader or administrator. Experience working for a university or public sector official.

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.
• Familiarity with MOSAIC/PeopleSoft – the University’s internal accounts and payment processing system.
• Advanced computer skills for word processing, spreadsheets and databases.
• Knowledge of webpage design (or willingness to learn).
• Good supervisory practices.

Dimensions

• Financial Accountability: Special Events – up to $15,000
• External Impact and Relationships: Contact on behalf of the AVP’s office with memberships and university associates (such as CAUBO)
• Operational: Assist operational staff with Administration support
• Administrative: Assisting Management Team and staff

Working Conditions

• Physical Effort: Typical office work

• Physical Environment: Typical office environment

• Sensory Attention: Administration

• Mental Stress: Administrative stress timelines

Pay Transparency Statement

The posted 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.

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.

Hybrid Work Language

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.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.

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.