Job Description

Regular/Temporary

Regular

Job Title

Executive Assistant

Job ID

72446

Location

Central Campus

Open Date

10/15/2025

Job Type

Limited Term (>12 months)

Close Date

10/28/2025

Employee Group

TMG

Favorite Job

Department

CMPA - AVP,CMPA

Salary Grade/Band

Band H

Salary Range

$59249.00 - $76676.00 (annual)

Contract Duration

12.3 Months

Hours per Week

35

Posting Details

Ranked 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.

Provide a high level of service to the CMPA Lead

Manage calendar of the CMPA Lead Assess, 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 balanced Coordinate travel arrangements and logistics + Be 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 managed Deliver timely and detail-oriented support on recurring deliverables and special projects Handle sensitive and confidential materials in accordance with university policies Format, edit and prepare documents, meeting materials, and presentations Provide 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 form
+ Working closely with Executive Assistants across the university, act as institutional liaison for the CMPA.
- High level correspondence with members of PVP
- High level correspondence with the Office of the President
- Continuously 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.

Finance

Routine analysis of purchasing activity and reports; independently assess and recommend cost savings opportunities Stay informed on purchasing policies, protocols and best practices Maintain a working knowledge of Mosaic for applicable finance processes, e.g. MacBuy Collate PCard and Diners receipts according to accounts payable timelines and protocols Maintain an understanding of budget for purposes related to allocating expenses Manage 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 reconciliation
- In-depth understanding of expense documentation protocols is required
- Ability to problem-solve and troubleshoot expense documentation issues prior to submission is required
- Knowledge of finance workflow; make recommendations for improvement

CMPA Department Support

Act 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 required Coordinate CMPA all-staff meetings including working closely with the meeting chair and developing and distributing the meeting agenda Responsible for managing CMPA main office + Welcome internal and external stakeholders to physical office space
+ Prioritize incoming correspondence (email/voicemail) and escalate, as needed
+ Create a professional environment
+ Lead the management of the departmental outlook email and calendar ensuring constant coverage and high level of service for stakeholder inquiries
+ Act as departmental liaison with UTS for equipment repairs, preparing laptops for staff members and other technology related matters
+ Maintain equipment such as printers
+ Maintain an inventory of CMPA equipment, including but not limited to visual team equipment, and IT hardware items used for remote work environment
+ Order office supplies
+ Coordinate logistics for departmental events, e.g. professional development days
+ Maintain electronic files ensuring confidentiality is maintained and that information is accessible as required
+ Maintain annual calendar of CMPA activities and key events and ensure relevant employees/stakeholders are invited
+ Maintain departmental list serve
+ Submit and track facilities-related requests
+ Play a key role in supporting office relocations
Work closely with Manager, Operations and Finance on day-to-day activities, maintaining operational excellence across the department Work with Senior HR Strategic Partner as required, e.g. onboarding and recruitment coordination Be an active member of CMPA department, finding ways to build team spirit and collegiality, and actively participate in departmental activities Support orientation of new staff with various resource requirements and onboarding Responsible for continuous improvement of operations; research and implement efficiencies, e.g. equipment inventory, calendaring technologies, file sharing technologies

Other duties as required based on operational and strategic priorities

Education

A university degree is preferred but a college diploma in office administration or equivalent work experience will be reviewed; A McMaster degree is an asset; and

Experience

4-6 years' office administration including senior executive level support Experience in the public or university-sector is an asset Demonstrated strong service orientation

Knowledge/Skills

Exceptional organizational abilities Thorough knowledge of the organizational structure Knowledge of finance processes and protocols Strong demonstration of interpersonal and communication skills Excellent customer service skills and strong service orientation Ability to work with individuals at all levels from within the university Time management and multi-tasking abilities Effective follow-through Ability to work strategically and proactively Excellent judgement and decision-making abilities Excellent computer knowledge Project management Strong understanding and ability with administrative technologies, e.g. calendaring, one drive, Microsoft suite, zoom, teams, and other applicable applications

In addition, must be knowledgeable about:

McMaster University policies and guidelines * CMPA policies and procedures