Assistant(e) Responsable Planning

Job Title Executive Assistant

Regular/Temporary Regular

Department VP Indigenous Office

Full/Part Time Full-Time

Posting Details

This position will give preference to candidates who identify as a member of an Indigenous community (First Nations, Métis, and Inuit). Candidates from this designated group are invited to self-identify in their cover letter, including details relevant to their community and lived experience, as part of the application process.
The Office of the Vice Provost Indigenous provides strategic leadership to advance Indigenous priorities, including research, education and reconciliation across the institution; and to strengthen the university’s relationship with Indigenous communities.
The Executive Assistant is accountable to the Vice-Provost, Indigenous (VPI). The incumbent provides support for the VPI and assists 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 VPI.
The Executive Assistant is specifically responsible for the effective and efficient management of the Office of the VPI and for coordinating a variety of administrative and secretarial duties in support of the VPI. The incumbent must possess knowledge of university activities and demonstrates understanding and respect for Indigenous ways of knowing and being, including an understanding of Indigenous peoples’ histories, cultures, and experiences.
Responsible for the effective and efficient management of the Office of the VPI .
monitors email, voicemail and incoming mail, prioritizes and brings forward alerts regarding immediate action
communication 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 specific Indigenous information needs
resolves requests, problems and complaints independently; and provides organizational direction and recommends next steps to be taken, thereby building relationships with Indigenous peoples both on and off campus.
prepares information and material for reports, presentations, meetings, requests, etc.
initiates transaction for and reconciles all accounts of the Office of the VPI
orders office supplies and prepares cheque requisitions, travel expense forms, payroll authorizations, journal entries and other required forms
manages any potential office space renovations, and furniture reconfigurations
The Executive Assistant works with other staff reporting to the Office of the VPI.
works with the Administrator and Communications Lead and any other team member of the Office of the Vice-Provost, Indigenous
Provides administrative support
ensures that all areas have the current and new university-wide policies, guidelines and instructions and provides interpretations as needed and monitors for compliance
provides administrative support for the VPI including financial reconciliation, HR recruiting and onboarding
may organize business events and any potential training events
organizes meetings, sets agendas in conjunction with the VPs and AVPs and provides background materials
attends these meetings and provides the group with notes and action items
responsible for following up on issues and action items from these meetings
ensures that relevant new or revised policies or information meets the multiple time lines for University approval
reviews status of projects and is involved with implementation planning in consultation with the Chair
liaises with University Secretariat regarding Undergraduate Council and its committees
Responsible for doing background research on projects
assembles information from the internet, reports and policies
organizes the data and provides initial assessments to the VPI
Handles all travel arrangements for the VPI
coordinates travel arrangements and accompanying material
completes travel expense reports
Acts as an administrative back-up for all areas in Office
responsible for setting up new employees in the Office
backup during busy periods and vacation periods as required
College diploma in office administration or equivalent
4-6 years office administration including executive level
Self-identifies as an Indigenous person, must be a recognized member of the First Nations, Inuit and/or Métis peoples of Canada and has lived experience.
Demonstrated understanding and respect for Indigenous ways of knowing and being, including an understanding of Indigenous peoples’ histories, cultures, and experiences.
Strong research skills using online and traditional sources of information.
Exceptional and effective interpersonal, planning and communication (oral and written) skills
Strong organizational, problem-solving, and analytical skills, including attention to detail and the ability to quickly adapt to a flexible and dynamic work environment.
Ability to gather data, compile information and prepare background materials
Knowledge of University policies and procedures
Ability to deal effectively with all members of the University community and Indigenous community
Proficiency in various computer applications including Windows, Microsoft Word, Microsoft Excel, Microsoft Teams, PowerPoint, etc.
Actual starting salary will depend on factors such as relevant experience, qualifications, internal equity, and market conditions.
Individuals with extensive experience, deep specialized expertise, and/or those who can demonstrate exceptional past performance, as applicable, may be hired at a higher rate within the full range, in accordance with the University compensation policies.
To apply for this job, please submit your application online.
Employment Equity Statement

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.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.
Faculty of Health Sciences HR Office at ext. School of Graduate Studies at ext.