Executive Assistant

Regular/TemporaryRegularJob TitleExecutive AssistantJob ID72446LocationCentral CampusOpen Date10/15/2025Job TypeLimited Term (>12 months)Close Date10/28/2025Employee GroupTMGFavorite JobDepartmentCMPA - AVP,CMPASalary Grade/BandBand HSalary Range$ $ annual)Contract Duration12.3 MonthsHours per Week35Posting DetailsRanked among the world's top 100 universities, McMaster University is dedicated to cultivating human potential and creating a Brighter World. Through innovative education, interdisciplinary research, and a dynamic community of students, faculty, and staff, McMaster has earned its reputation as one of Canada's most innovative universities. Those who join McMaster become part of a collegial and purpose-driven community that values integrity, inclusiveness, collaboration, and excellence — and recognizes that its people are its greatest strength.Communications, Marketing and Public Affairs (CMPA) amplifies McMaster's bold ambition to advance human and societal well-being by building relationships, reputation, and resources in support of the University's strategic priorities. We are seeking a talented and resourceful Executive Assistant to join our team. The Executive Assistant provides high-level administrative and strategic support to advance the priorities of Communications, Marketing and Public Affairs (CMPA). Acting as a central point of contact and trusted liaison, the role enables departmental success through effective coordination, proactive organization, and the efficient use of resources. As a key member of the operations team, the Executive Assistant oversees day-to-day functions, manages the CMPA annual calendar and emerging priorities, and ensures timely, high-quality execution. This position requires exceptional attention to detail, sound judgement, discretion, and strong communication skills, contributing directly to CMPA's strategic goals of strengthening relationships, reputation, and resources.Job DescriptionProvide a high level of service to the CMPA LeadManage calendar of the CMPA LeadAssess, prioritize and coordinate CMPA Lead scheduling requirements for both on and off campus activities; maintain calendar; review meeting requests and effectively manage schedule to ensure calendar is balancedCoordinate travel arrangements and logisticsBe on call to make unforeseen adjustments to travel logistics (e.g., delayed flight, etc.)Communicate effectively with internal and external stakeholders at all levels to ensure CMPA and the CMPA Lead's strategic priorities are efficiently managedDeliver timely and detail-oriented support on recurring deliverables and special projectsHandle sensitive and confidential materials in accordance with university policiesFormat, edit and prepare documents, meeting materials, and presentationsProvide support for President's Advisory Committee on Community Relations (PACCR)Book attendance of key participants, e.g., Hamilton Police Services, By-law enforcement, etc.Prepare materials for meetings; assess changes to schedule/conflicting demands and update calendar in a timely manner; maintain daily appointment and recurring meeting calendar; and coordinate the gathering and provision of meeting materials in printed and electronic formWorking closely with Executive Assistants across the university, act as institutional liaison for the CMPA.High level correspondence with members of PVPHigh level correspondence with the Office of the PresidentContinuously build university acumen; develop/sustain networks among peers within the university.Apply in-depth knowledge of Senior Leadership offices, for example, knowledge of which calendar to book through, how to escalate a meeting request, whether to communicate directly with the senior leader versus their Executive Assistant, etc.FinanceRoutine analysis of purchasing activity and reports; independently assess and recommend cost savings opportunitiesStay informed on purchasing policies, protocols and best practicesMaintain a working knowledge of Mosaic for applicable finance processes, e.g. MacBuyCollate PCard and Diners receipts according to accounts payable timelines and protocolsMaintain an understanding of budget for purposes related to allocating expensesManage online billing for recurring payments related to CMPA operations, e.g. subscriptions, corporate phones; identify savings opportunities.Solely responsible for gathering financial records for PCard and diners reconciliationIn-depth understanding of expense documentation protocols is requiredAbility to problem-solve and troubleshoot expense documentation issues prior to submission is requiredKnowledge of finance workflow; make recommendations for improvementCMPA Department SupportAct as main point of contact between the department and internal and external stakeholders to the university.Independently assess inquires and requests, and resolve issues requiring in-depth knowledge of the department and strong university acumen; triage where necessary; knowledge of university structure, policies and protocols is requiredCoordinate CMPA all-staff meetings including working closely with the meeting chair and developing and distributing the meeting agendaResponsible for managing CMPA main officeWelcome internal and external stakeholders to physical office spacePrioritize incoming correspondence (email/voicemail) and escalate, as neededCreate a professional environmentLead the management of the departmental outlook email and calendar ensuring constant coverage and high level of service for stakeholder inquiriesAct as departmental liaison with UTS for equipment repairs, preparing laptops for staff members and other technology related mattersMaintain equipment such as printersMaintain an inventory of CMPA equipment, including but not limited to visual team equipment, and IT hardware items used for remote work environmentOrder office suppliesCoordinate logistics for departmental events, e.g. professional development daysMaintain electronic files ensuring confidentiality is maintained and that information is accessible as requiredMaintain annual calendar of CMPA activities and key events and ensure relevant employees/stakeholders are invitedMaintain departmental list serveSubmit and track facilities-related requestsPlay a key role in supporting office relocationsWork closely with Manager, Operations and Finance on day-to-day activities, maintaining operational excellence across the departmentWork with Senior HR Strategic Partner as required, e.g. onboarding and recruitment coordinationBe an active member of CMPA department, finding ways to build team spirit and collegiality, and actively participate in departmental activitiesSupport orientation of new staff with various resource requirements and onboardingResponsible for continuous improvement of operations; research and implement efficiencies, e.g. equipment inventory, calendaring technologies, file sharing technologiesOther duties as required based on operational and strategic prioritiesEducationA university degree is preferred but a college diploma in office administration or equivalent work experience will be reviewed;A McMaster degree is an asset; andExperience4-6 years' office administration including senior executive level supportExperience in the public or university-sector is an assetDemonstrated strong service orientationKnowledge/SkillsExceptional organizational abilitiesThorough knowledge of the organizational structureKnowledge of finance processes and protocolsStrong demonstration of interpersonal and communication skillsExcellent customer service skills and strong service orientationAbility to work with individuals at all levels from within the universityTime management and multi-tasking abilitiesEffective follow-throughAbility to work strategically and proactivelyExcellent judgement and decision-making abilitiesExcellent computer knowledgeProject managementStrong understanding and ability with administrative technologies, e.g. calendaring, one drive, Microsoft suite, zoom, teams, and other applicable applicationsIn addition, must be knowledgeable about:McMaster University policies and guidelinesCMPA policies and procedures