Executive Administrator

Office of the Vice President, Finance and Operations
$81,068.57 - $94,811.24
Location:
Sudbury or Thunder Bay, Ontario, Canada
Term:
One (1) Year
Existing Vacancy:
Yes
Number of Positions:
1
Closing Date:
Applications close on November 10th, 2026 at 4:00 p.M.
Reporting to the Vice President, Finance and Operations (VPFO), the Executive Administrator manages the day-to-day operations of the VPFO’s Office and supports the VPFO in coordinating and advancing priorities across the Administration and Operational Support (AOS) portfolio.
The position provides strategic advice and executive support to the VPFO, and is responsible for managing and coordinating a broad range of high level, confidential, sensitive and complex matters including taking a lead role in the execution of various initiatives, coordinating executive activities across the portfolio and ensuring that priorities and commitments are appropriately followed through.
The Executive Administrator serves as a key liaison with senior leaders and interest-holders and supports the VPFO and the Senior Management Group in the Administration Portfolio (SMG-AP) by providing information, advice, feedback and recommendations;
overseeing workflow within the VPFO’s Office;
and coordinating assigned projects and organizational initiatives. The position contributes expertise to project planning and implementation and may lead specific projects or project components assigned by the VPFO.
ResponsibilitiesTasks may include, but are not limited to the following:
Independently handles inquiries and resolves problems requiring in-depth knowledge of the area and general knowledge of the University, its interest-holders, policies and procedures. Determines the appropriate course of action and follows through to resolution. Alerts the VPFO or SMG-AP to matters which demand attention or redirects matters to the appropriate unit for action.
Serves as a strategic resource to the VPFO by monitoring emerging issues and opportunities affecting the AOS portfolio and the VPFO’s Office;
provides advice, analysis, historical context and recommendations to support informed decision-making;
and coordinates executive-level responses and actions on behalf of the VPFO to address emerging issues and advance portfolio priorities and organizational objectives.
Coordinates and, where assigned by the VPFO, leads specific projects or project components, including developing project plans, tracking timelines and deliverables, coordinating interest-holder contributions, preparing briefing materials and reports, and escalating issues. Strategic direction, management decisions and accountability for portfolio outcomes remain with the VPFO and the responsible directors.
Serves as a key resource to the SMG-AP, providing advice recommendations and ideas to support the resolution of issues and advance key portfolio initiatives, projects and matters led or overseen by the VPFO.
Conducts research, environmental scans and analysis of legislation, comparable institutions and other relevant practices to inform the development of briefing notes, policies, reports, letters, proposals and other executive or project-driven materials;
identifies the need forand leads the development of such materials, as required.
Collaborates with SMG-AP members and relevant subject‑matter leads to review materials prepared for the VPFO. Provides recommendations and content input to improve clarity, completeness, consistency and alignment with established priorities and governance requirements.
Leads the development and quality assurance of executive‑level documents, provides analysis, advice and recommendations on institutional and strategic matters, drawing upon institutional knowledge and historical context to support informed decision‑making.
Mentors, trains and provides functional oversight to the Executive Assistant, Finance and Administration, ensuring effective coordination and alignment with the goals and priorities of the portfolio and the University as a whole. Delegates and assigns work to the Executive Assistant as it relates to projects, portfolio initiatives, committees or work within the Office of the VPFO, providing directions on specific tasks and projects assigned.
Attends internal and external meetings or functions with, or on behalf of, the VPFO, as required, and takes appropriate follow‑up action.
Monitors the status of portfolio activities, strategic priorities, commitments, issues and initiatives of concern for the VPFO to maintain awareness and support informed decision‑making;
develops and maintains short‑ and long‑range work plans and tracking mechanisms to support the timely execution of portfolio objectives and deliverables.
Acts as a key liaison for the VPFO’s Office with the Office of the President, the University Secretary and other internal/external interest‑holders to coordinate activities on behalf of the VPFO or SMG;
facilitates the exchange of information, responds to emerging issues and upcoming events, and supports AOS portfolio matters, including those related to the Board of Governors and its committees.
Oversees the activities and day-to-day functions of the VPFO’s Office, including the management and coordination of schedules, workflow and executive priorities;
assesses and triages complex and sensitive issues, initiates or coordinates responses as appropriate, and ensures matters requiring the VPFO’s attention are effectively actioned, advanced and followed through.
Leads and organizes events on behalf of the VPFO or SMG-AP.
Oversees the records management function of the Office of the VPFO ensuring all files are current, organized and accessible as required.
Advises on the VPFO’s Office budget by reviewing requirements, identifying pressures, recommending spending and resource allocations, and monitoring expenditures against the approved budget. Holds limited delegated signing authority, reconciles the VPFO’s expense reimbursements, and reviews reimbursement requests from the VPFO’s direct reports.
Provides administrative services and/or support to various committees/working groups.
Gathers the required data for Administration Portfolio metrics and produces reports for committees and interest‑holders.
Interprets and applies organizational protocols and workplace rules as appropriate.
Performs other duties as assigned.
QualificationsEducation
A University degree from a recognized Canadian institution with accreditation or an equivalent combination of education and experience is required.
Knowledge, Skills and Abilities
A minimum of five (5) years of related experience working at a senior administrative level is required.
Experience working within a post‑secondary, public‑sector, healthcare or similarly complex environment is preferred.
Experience drafting, reviewing and editing professional correspondence, briefing notes, reports and presentations.
Experience advising and supporting senior leadership on strategic, operational, governance and administrative matters.
Experience coordinating and advancing complex projects, initiatives and organizational priorities involving multiple interest‑holders.
Experience supporting high‑level committees, including preparing motions, formal/informal minutes and reports.
Project management experience is an asset.
Demonstrated time management and prioritization skills, with ability to manage multiple complex tasks simultaneously;
Knowledge of the postsecondary education sector, including university operations, governance structures, culture and administrative practices.
Knowledge of executive office operations, including issues management, priority setting, and executive decision‑support processes.
Ability to adapt to new technology;
Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times;
Ability to take initiative, work independently and follow through on responsibilities with minimal need for formal supervision or direction.
Analytical, critical thinking and problem‑solving skills;
Ability to exercise independent judgement when necessary;
Ability to respond quickly in a dynamic and changing environment;
Ability to work individually as well as part of a team;
Proficient in Microsoft Office programs (including Word, Excel, PowerPoint, SharePoint and OneDrive), G Suite, Qualtrics and Adobe Acrobat Pro;
Strong writing, editing, and proofreading skills;
Strong organizational and planning skills;
High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment;
Superior communication (oral and written) skills and strong interpersonal skills.
Language
Must be able to communicate effectively in English (verbally, written and comprehension)
French/Indigenous language skills would be considered asset
Working Conditions
Extended periods of sitting
Interaction with employees, management, and external interest‑holders
Working in a busy office and virtual environment with frequent interruptions
Occasional overtime and travel
NOSM University offers accommodation for applicants with disabilities throughout its recruitment processes. If you require accommodation during the recruitment process, or require an accessible version this posting, please contact Human Resources via email at View email address on ca.hrm.tc .
NOSM University invites applications from all qualified individuals. NOSM University is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity.
NOSM University does not use AI in our hiring process.
NOSM University needs to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens. Applications need not identify their country of origin or current citizenship;
however, all applications must include one of the following statements:
“I am a Canadian citizen or permanent resident of Canada.”
“I am not a Canadian citizen or permanent resident of Canada but I am legally eligible to work in Canada.”
“I am not a Canadian citizen or permanent resident of Canada or otherwise legally eligible to work in Canada.”
While all responses are appreciated and will be handled with the strictest confidence, only those being considered for interviews will be acknowledged.
NOSM University is a non‑profit organization.Charitable Registration: 86466 0352 RR0001
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