Executive Assistant, Office of the Vice-President Research

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Post End Date:December 7, 2025 at 11:59 PMThis job advertisement is to fill an existing vacancy in the Administrative Professional (Employee Group)

Please note, screening of candidates will take place throughout the posting period and interviews will take place on December 11th & 12th.

About the Role:

The Executive Assistant provides a broad range of confidential and executive level administrative support to the Vice-President, Research and the Office of the Vice-President, Research. This role is primarily self-directed while managing and evaluating a high volume of inquiries and day to day administrative duties that must be assessed quickly and accurately to support the Office of the Vice-President, Research.

The Executive Assistant will:

• Act as the principal liaison and gatekeeper for all internal and external contact with the Vice-President, Research;
• Ensure effective coordination of activities and flow of information to and from the Office of the Vice-President, Research, exercising initiative and independent judgment to move business forward efficiently;
• Manage the Vice-President, Research's email and voicemail, resolving problems and issues whenever possible and noting information that requires follow up;
• Screen and fulfill requests for the Vice-President, Research's approval and signature;
• Independently problem solve to resolve inquiries from a variety of sources including senior administrators, external partners of the University, union representatives, media, faculty, staff and students, keeping the Vice-President, Research informed and consulting as necessary;
• Advise the Vice-President, Research of substantial or sensitive matters of which they may not be aware;
• Facilitate the efficient utilization of time for the Vice-President, Research and Associate Vice-President Research through development and coordination of a complex calendar of appointments, meetings, social engagements and University/community functions with individuals and groups;
• Arrange all travel and itinerary planning and logistics for the Vice-President, Research and Associate Vice-President Research;
• Manage speaking engagement requests for the Vice-President, Research and Associate Vice-President Research;
• Draft correspondence, meeting materials, including agendas, briefings and covering communications for circulations to various committees/units;
• Prepare and process cheque requisitions, travel expenses, purchase orders, purchase card reconciliations, other account reconciliations, etc. for the Office of the Vice-President, Research;
• Organize, implement and follow up on all in-person, virtual or hybrid meeting/event logistics, such as materials, refreshments, parking, and wayfinding.

Key Skills and Experience:

• An undergraduate degree or College Diploma in a relevant discipline (e.g. Business Administration) or a combination of relevant education and experience.
• Demonstrated experience of progressively more responsible executive-level administrative support in a relevant environment;
• Ability to work under minimal supervision while utilizing effective time management skills in order to meet deadlines and adapt to changing priorities;
• Proven ability to read and interpret policies, procedures, collective agreements and other relevant guidelines to carry out administrative support functions;
• Solid understanding of budgeting and financial record keeping;
• Strong computer skills, including advanced knowledge of Microsoft Suite of products, word processing, spreadsheets, databases, web maintenance, SharePoint, Workday, internet search engines, and email;
• Clear and open communication, consultation, and collaboration with the ability to maintain confidentiality;
• Proven ability to develop credibility and collegiality with individuals and maintain an ongoing collegial relationship;
• Ability to convey difficult messages in a tactful and diplomatic manner;
• Strong judgement and analytical skills including the ability to problem solve complex and urgent situations;
• Maintain highest level of accuracy and alertness for decisions made, information given, materials processed, particularly under strict deadlines.

Salary and Total Rewards:

• Job Grade K, Salary Scale ($61,286 - $99,384);
• Target Hiring Range: $61,286 - $70,000*
• This is a permanent position that includes:  
• Health & Dental Benefits: Comprehensive extended health, dental, and vision coverage.
• Pension Plan: Enrollment eligibility in the Brock University Pension Plan.
• Vacation: Up to 3 weeks per year, in addition to university holidays.
• Flexible Work Arrangements: Hybrid work schedule available.
• Professional Development: Eligibility for the Brock Tuition Waiver Program.

*The final salary is based on experience, internal equity, and budget considerations within the target hiring range.

We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed.

Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups.

We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact   if you require a disability related accommodation so we can ensure your participation needs are met.

Brock University does not use AI Technology at any stage of the recruitment process.

We appreciate all applications received. Candidates that are selected for an interview will be contacted.

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