Executive Assistant, Deputy Provost

3 weeks ago

Hamilton, Canada McMaster University Full time

The Executive Assistant is accountable to the Deputy Provost. The incumbent provides support for the Deputy Provost, specifically those responsibilities related to Faculty Relations as well as assisting with the implementation and conduct of university-wide responsibilities. The Executive Assistant is an integral part of the team that supports the Office of the Provost as a whole and is specifically responsible for the on-going effective and efficient management of the Office of the Deputy Provost and for coordinating a variety of administrative duties. This is a multi-faceted area and impacts a major portion of the university. The Executive Assistant communicates with the units that report to the Provost and Vice-President (Academic) and the Deputy Provost. Work assignments are complex in nature, and considerable judgement, tact, creativity and initiative are required in resolving problems. The incumbent must possess knowledge of university activities and policies.

**Accountabilities**
- Organizes the work, creates clear and effective oral, written and electronic communications
- Manages the Deputy Provost’s calendar
- Maintains the schedule, reviews on-going requests, and reorganizes existing commitments according to their priority on a daily basis
- Sets up and arranges meetings including several large scale ongoing meetings
- Manages conflicting demands and changes to schedules
- Organizes meetings, sets agendas and provides background materials
- Attends meetings as required and provides the group with notes and action items and responsible for following up on issues and action items from these meetings
- Assists with managing space bookings and sets up AV/Conference requirement
- Handles all travel arrangements for the Deputy Provost including preparation and completion of travel expense reimbursement within Mosaic
- Works directly and closely with Faculty Relations staff in support of the Deputy Provost’s portfolio and associated accountabilities, e.g. updating academic tracking faculty information, assisting with creating appointment letters, booking webinars, scheduling routine meetings with Faculty staff.
- Initiates transaction for and reconciles Deputy Provost Office accounts
- Assists in the organization of events and meetings supporting the Academic Integrity Office
- Assists in organizing confidential materials and interviews/meetings related to the recruitment of faculty
- Checks requisitions for accuracy and appropriate budget approval
- May organize business events, and assists with the coordination of faculty member training events to support the Coordinator, Faculty LeadershipResponsible for the coordination and follow up for University Committees chaired by the Deputy Provost
- Communicates with multiple internal (Senior Management, Deans, Associate Deans, Directors, faculty, staff, student leaders and students) and external (government offices personnel, media, senior officers at other Universities and Colleges) constituents with diverse information needs
- Ensures senior leaders are apprised of developments, both internal and external, that may be important
- Resolves requests, problems and complaints and requests independently; and provides organizational direction and recommends next steps to be taken, thereby building a relationships and an understanding of different groups.
- Prepares information and material for reports, presentations, meetings, requests, etc.
- Ensures that relevant new or revised policies or information meets the multiple time lines for University approval
- Conducts background research on projects and assembles information from the internet, reports and policies
- confidentiality in all activities is critical as well as professionalism in all interactions
- Acts as an administrative back-up for all areas in Office of the Provost envelope provides administrative support to reporting areas as needed

**Qualifications**

**Education**: University degree preferred and/or diploma in office administration or equivalent

**Experience**:4-6 years office administration including executive level

**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.

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 need

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