Executive Assistant to the Associate Vice President, Innovation and Research
COMPETITION NO. AD25-09

About Durham College:
Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce.

A leader in innovative teaching and learning, Durham College offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, media, art and design.

Our modern campuses in Oshawa and Whitby offer 145 programs – including six honours bachelor’s degrees and 11 apprenticeship programs – to more than 13,700 full-time post-secondary and 2,300 apprenticeship students. In addition, more than 14,600 students participate in professional and part-time learning. More than 110,500 alumni represent the college, both locally and around the world.

A forward-looking organization committed to collaboration, innovation and sustainability, Durham College is ranked annually as one of the GTA’s Top 100 employers and one of Canada’s Greenest Employers and has been recognized as a Top 50 Research College in Canada, 10 times.

DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.

Duties and Responsibilities:
The Executive Assistant supports the Associate Vice President, Innovation and Research (AVP) in their role and execution of their goals and objectives. Under direction from the AVP, the Executive Assistant provides sensitive and confidential administrative and secretarial support to the AVP, requiring thorough knowledge of two departments: the Office of Research Services, Innovation and Entrepreneurship and Corporate Training Services. The incumbent possesses extensive knowledge of procedures and operational details; maintains a network of contacts on campus to assist in obtaining information or seeking services; composes and prepares correspondence using a high level of judgment and discretion in content and style; performs complex and highly responsible office support work requiring independence, initiative, and discretion; interprets policies and administrative procedures; performs a variety of coordination and research functions; and performs related duties as assigned. The incumbent has strong attention to detail; exceptional organizational and interpersonal skills; the ability to be flexible and balance competing priorities; and the ability to handle confidential and sensitive issues exercising good judgement in decision making.

Administrative support to the AVP, Innovation and Research:

• Provide confidential administrative support to the AVP in performing duties of an advanced, complex, and sensitive nature.
• Draft and prepare memoranda, correspondence, reports, presentation materials, forms, and other documents ranging from routine to complex; proofread and check materials for accuracy, completeness, and compliance with College standards, policies, and procedures.
• Process forms to ensure compliance with College policies e.g. Salary Allocation and Position Approval forms, Contract Authorization and Risk Assessment forms, Professional Development request forms, business and travel expense forms, competition summary forms, and the like.
• Establish and maintain a database of administrative employee performance appraisals; compile individual administrative staff performance objectives for ease of tracking and monitoring.
• Prepare and track confidential employee documents, including performance appraisals, merit increase reviews, leave requests, and disciplinary actions.
• Prepare final draft of reports or correspondence ensuring consistent format, correct grammar, structure of ideas and clarity of writing.
• Assist with the recruitment process for positions reporting to the AVP.

Scheduling and calendar management:

• Coordinate the AVP calendar and appointments, rescheduling meetings as necessary to make room for urgent needs.
• Liaise with team members to review request for meetings with external partners, both on- and off-campus.
• Gather necessary supporting documents for meetings and events.
• Book travel arrangements in accordance with College policies.
• Manage requests from internal and external stakeholders for tours of the Centre for Innovation and Research.
• Reserve CIR meeting rooms and send meeting invitations.
• Manage college-wide reservations for the CIR event space, including the development and enforcement of criteria for reservations.

Meeting/committee support:

• Prepare agendas and record meeting notes for a variety teams and working groups.
• Prepares review, proofread, and edit agenda items for technical advisory committee meetings; maintain files for agenda materials; provide information to AVP on pending committee matters; act as liaison on behalf of AVP with committee members as assigned.
• Collaborate with Executive Assistants reporting to AVPs of Research in other Colleges to book joint meetings and events,
• Coordinate external meeting guests and related audiovisual requirements, including creation and distribution of agendas, parking instructions, and campus map.
• Maintain committee and meeting documents and update information on the appropriate Teams sites and S drive.

Office administration:

• Serve as primary liaison with Facilities dept for maintenance and capital improvements.
• Receive and screen visitors, providing information, and handling issues that may require sensitivity and the use of sound independent judgment
• Conduct research, respond to requests for information and complaints; refer the request or complaint to appropriate staff and/or take or recommend action to resolve the issue.
• Review, determine the priority, and route incoming correspondence and reports.
• Respond to enquiries received via email and phone.
• Manage electronic files in accordance with Records Information Management standards.
• Ensure the ORSIE and CTS employee information is accurate on all directories and relevant web pages.

Miscellaneous duties:

• Conduct special studies and recommend organizational, procedural, or other changes to achieve greater productivity.
• Provide direction and training to new employees on College and departmental practices, policies, and procedures.
• Undertake special assignments and confidential projects.
• Meet with directors and managers to coordinate activities related to projects underway, or to provide recommended course of action.
• Recommend departmental procedures in assigned areas of responsibility; confer with management to develop effective and efficient methods for accomplishing objectives.
• Collaborate with fellow EAs on process improvement, workflow, manuals and back-up one another as needed.
• May serve on interview panels for new administrative and support staff, providing recommendations on selection.
• May serve on College committees for special projects.
• Perform related duties as assigned.

Qualifications:

• A minimum of a 3-year diploma/degree in Business Administration or Office Administration
• 5 years previous experience supporting a senior executive, showcasing exceptional interpersonal and communication skills, results oriented thinking, ability to manage heavy workload, ability to multi-task, professional and respectful demeanor, decision making skills, attention to detail, proven ability to effectively prioritize work flow, strong MS Office skills, knowledge of corporate policies and procedures.
• High proficiency in Microsoft Word, Excel, PowerPoint and Outlook
• High degree of human relations, written and oral communication and problem-solving.
• Effective time management skills.
• Demonstrated use of discretion and understanding of confidentiality and trust.
• Must have clear and professional communication skills both written and verbal
• Demonstrated commitment to equity, diversity and inclusion in all matters related to students, staffing and programming.

Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes at 8:00 p.m. EST on October 28, 2025. Competition number AD25-09.

Contact Us T:905.721.3073 HumanResources@durhamcollege.ca
C Wing, Second Floor - 2000 Simcoe St. N. Oshawa, ON

Durham College invites applications from all qualified individuals. Durham is committed to fostering workplace diversity, and, provides accommodations to applicants with disabilities throughout our hiring process. If you require this information in alternate format; require communication supports; an accommodation in applying for a posting and/or if you are selected for an interview, please contact our Human Resources (HR) department and an HR assistant will work with you to meet your needs.

We thank you for your interest in employment with Durham College however, only those candidates selected for an interview will be contacted.

Land Acknowledgement
Durham College is situated on the traditional lands of the First Peoples of the Mississaugas of Scugog Island First Nation. These lands are covered under the Williams Treaties and rest within the traditional territory of the Anishinaabeg. We offer our gratitude to the Indigenous Peoples who care for and, through the treaty process, share the lands on which we live, learn, teach and prosper today.