Job Description

Position Overview

Administrative Assistant

This is a multifaceted

administrative, secretarial, and financial

role that supports all aspects of the

Graduate Students' Association (GSA)

. Reporting to the

Director of Operations (DoO)

and working closely with the Executive Team, the Administrative Assistant ensures efficient daily operations, accurate record-keeping, professional communication, and event coordination. The position requires attention to detail, strong organizational skills, and the ability to multitask in a fast-paced environment.

Key Responsibilities

Administrative & Office Management

Run reception in a positive, welcoming, and professional manner for students, staff, and community members (in-person, via email, and by phone) Organize and maintain a clean and efficient office environment Ensure the office space is welcoming and orderly Set up and maintain electronic and physical filing systems Classify, sort, and file correspondence, records, and documents Draft general forms, letters, reports, and memos as needed Monitor and manage pantry supplies, and shop for office and event merchandise Book spaces for meetings and events; ensure boardrooms are clean, organized, and ready for use

Executive & Meeting Support

Perform research for the Executive Team and DoO and present findings through reports, graphs, or PowerPoint presentations Collaborate with the leadership team to prioritize tasks and maintain efficient workflows Take and transcribe accurate minutes for Board, Council, and General Meetings Coordinate executive calendars and schedule meetings and events Prepare documents and briefings for meetings, bulletins, and executive communications Act as the first point of contact for executives and students regarding internal processes and inquiries

Financial Administration

Monitor budgets and process regular financial reports Prepare reimbursement cheques and monitor accounts Maintain accurate and efficient accounting records related to the GSA budget Prepare and execute necessary documents for the annual audit Assist with tracking spending on office supplies, merchandise, and event materials

Event Coordination & Support

Assist the Executive Team in planning and executing events such as conferences and out-of-town trips Book venues and support travel logistics for staff and guests Research and obtain pricing for event goods, food, and other supplies Coordinate purchasing and setup of event-related merchandise or materials

Communication & Liaison

Prepare group briefing sessions on topics of general concern Liaise with both internal departments and external vendors or service providers Maintain confidentiality and professionalism in handling sensitive communications and documentation

Other Responsibilities

Assist with other tasks as deemed appropriate by the Association or the Executive team

Qualifications

Minimum Education:

Completion of at least an

undergraduate degree

Excellent organizational, communication, and time-management skills Strong computer skills (e.g., Microsoft Office, Google Workspace, financial reporting tools) Ability to work independently and collaboratively in a team environment Previous experience in an administrative, office, or union setting is an asset

How to apply

PLEASE READ

Please send your resume and a cover letter to macgsa@mcmaster.ca

Job Types: Part-time, Permanent

Pay: $21.00-$24.00 per hour

Expected hours: 25 per week

Schedule:

Monday to Friday
Ability to commute/relocate:

Hamilton, ON: reliably commute or plan to relocate before starting work (required)
Education:

Bachelor's Degree (required)
Experience:

Administrative: 1 year (preferred)
Work Location: In person

Application deadline: 2025-07-04
Expected start date: 2025-07-14