Executive Assistant to the Deputy Provost (Marine Institute) and Executive Director (Professional and Continuting Education) (Non Bargaining)

September 2, 2026

EXECUTIVE ASSISTANT TO THE DEPUTY PROVOST (Marine Institute) AND EXECUTIVE DIRECTOR (PROFESSIONAL AND CONTINUING EDUCATION)

Office of the Deputy Provost (Marine Institute) and Executive Director (Professional and Continuing Education)

(Permanent)

DUTIES

The Executive Assistant will perform comprehensive executive level administrative and secretarial duties requiring a significant degree of initiative, judgement, and decision-making in the Office of the Deputy Provost (Marine Institute) and Executive Director (Professional and Continuing Education).

This position works in a fast-paced environment with shifting priorities and frequently manages multiple conflicting priorities. Under the general direction of Deputy Provost (Marine Institute) and Executive Director (Professional and Continuing Education) this position is the first point of contact for the Office with respect to the Deputy Provost's calendar. The Executive Assistant is responsible for managing the Deputy Provost (Marine Institute)'s schedule on a day-to-day basis anticipating and recommending ongoing and future scheduling requirements, and also for keeping in view short-term and long-term commitments; appropriately responding to inquiries and ensuring appropriate logistical preparations such as confirming all necessary partners or collaborators are informed and ensuring provision of documentation; and coordinating travel arrangements. The Executive Assistant is also responsible for coordinating, consulting and building relationships with multiple partners internal and external to the University including the senior executive offices of the University, the Board of Regents, as well as government officials, donors and alumni, and others while ensuring discretion and confidentiality. Managing the agendas for all standing meetings (for example meetings include Marine Institute's Executive Committee, MI Leadership Council, and Industry Advisory Committee) on behalf of the Deputy Provost including receiving and drafting agenda items; compiling background information and sending notification and meeting material; preparing follow-up correspondence or documents; attending to presentation equipment requirements and ensuring follow-up on action items including submission of briefing notes to President's Executive Council, and communication of decisions. The Executive Assistant will also support budget and finance activities, including preparation of direct pays and purchase orders, preparing travel claims, and monthly reconciliations. The incumbent will also provide administrative support to the Manager, Office of the Deputy Provost (Marine Institute) and Executive Director (Professional and Continuing Education). Many files are of a sensitive and confidential nature, and the successful candidate is expected to exercise discretion. The Deputy Provost's Office operates in a team environment. This position is proactive and works collaboratively with members of the President's and Provost/Vice-Presidents' offices on a regular basis.

QUALIFICATIONS

Extensive experience (5-8 years) in progressively responsible administrative or secretarial work; completion of a three-year executive administration program; or any equivalent combination of experience and training is required. Completion of an undergraduate degree is an asset. The ideal candidate should be attentive to details and have knowledge of the University governance and structure, policies, and procedures; excellent organizational, interpersonal, and effective communication (oral and written) skills as well as strong skills in information management; ability to be pro-active, take initiative and work independently; experience working in a confidential environment; and an overall commitment to delivering quality service. Complete familiarity with Microsoft Office applications, including Teams, is required. Experience with technologies, including Adobe, Banner, and OnBase, would be considered assets. In the absence of experience with these technologies, experience with similar technologies and proficiency at learning new skills or technologies will need to be demonstrated.

SALARY $61,099-$71,679 per annum (Non Bargaining)

CLOSING DATE September 23, 2026

COMPETITION NO MUN03619

All qualified candidates are encouraged to apply; however, p reference will be given to applicants who are legally entitled to work in Canada. Memorial University is committed to employment equity and diversity and encourages applications from all qualified candidates, including women; 2SLGBTQIA+ people; persons whose gender identity or gender expression is nonbinary or otherwise not cisgender; Indigenous peoples; racialized people; black persons; and persons with disabilities. Memorial is committed to providing an inclusive learning and work environment.

If there is anything we can do to ensure your full participation during the application process, please contact View email address on jobs.swagapp.com directly and we will work with you to make appropriate arrangements.

The personal information requested in your application is collected under the authority of the Memorial University Act (RSNL 1990 c M-7) for the purpose of identifying and recruiting candidates; assessing applicant qualifications; and maintaining records pertaining to the administration of employment with Memorial University of Newfoundland.

If you are a successful candidate, this information will form part of your permanent employment record and will be used for other activities related to the employment process. This information may be disclosed to government departments and agencies as legally required; and to third party service providers, as necessary to administer programs and activities.

If you have any questions about the collection, use and disclosure of the information on this form, please contact MyHR, Department of Human Resources, at View email address on jobs.swagapp.com .

For further information concerning this opportunity, email View email address on jobs.swagapp.com , or contact the Human Resources Office, Marine Institute, Room E3306C.

Please be advised that we are unable to provide updates on current competitions.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.