EA to the Vice-President, Communications

McMaster University; Hamilton; On-site; CAD 71,000 - 107,000; Full time

Job summary

McMaster University in Hamilton, Ontario, seeks an Executive Assistant to the Vice‑President, Communications, for a newly created continuing role at Central Campus. You will provide high‑level administrative support, coordinate priorities, and manage the executive office with discretion.

The role requires 4–6 years supporting senior executives, advanced Microsoft 365 skills, and the ability to navigate complex scheduling and governance processes while collaborating with university leadership and

Qualifications

• College diploma in Office Administration or related field; university degree an asset.
• 4–6 years of progressively responsible administrative experience supporting senior executives.
• Manage complex schedules, confidential information and senior-level engagements.
• Excellent written and verbal communication with accuracy and professionalism.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Experience in a large, complex organization, ideally within a university or public sector.

Responsibilities

• Keep executive priorities moving and manage the VP's calendar.
• Coordinate briefing materials and ensure preparedness for meetings and governance forums.
• Monitor commitments and follow up to maintain momentum on priorities.
• Triager issues with sound judgment and maintain confidentiality.
• Build relationships across McMaster and beyond for effective engagement.
• Prepare and edit executive correspondence with clarity and tone.
• Coordinate meetings, events, and travel; organize briefings and background materials.
• Track decisions and action items for timely follow‑through.

Skills

Administrative experience

Schedule management

Communication skills

Confidentiality

Microsoft 365 proficiency

Problem-solving

Education

College diploma in Office Administration or related field

University degree is an asset

Tools

Microsoft 365 suite

Job description

EA to the Vice-President, Communications

Regular/Temporary

Regular

Location

Central Campus

Open Date

2026/10/28

Job Type

Continuing

Close Date

2026/11/13

Employee Group

TMG

Favorite Job

Department

COMM McMaster Communications

Full/Part Time

Full-Time

Salary Grade/Band

Band J

Salary Range

$71375.00 - $107063.00 (annual)

Job Code

105026

Hiring Range

$71375.00 - $93591.00

Existing Vacancy

Yes - Newly Created Position

Target Number of Openings

1

35

Executive Assistant to the Vice-President, Communications

About McMaster University

McMaster University is where bold ideas become real-world impact. Guided by our new strategic plan,Bolder Together, we're building on our strengths in research, education, and community while continuing to evolve as a leading research-intensive university.

Ranked among the world's leading universities, McMaster is known for research that improves lives, teaching that puts learners first, and a collaborative approach to tackling complex challenges. With more than 37,000 students, 8,000 faculty and staff, and a globally recognized research enterprise, McMaster has a long history of challenging convention, from pioneering problem-based learning to advances in evidence-based medicine.

About McMaster Communications

McMaster Communications brings to life the stories of exceptional people, groundbreaking research and meaningful work that make McMaster University a place of discovery, innovation and impact. Bringing together Strategic Communications, Brand & Marketing, and Government Relations, our team works collaboratively across the university to advance institutional priorities, celebrate achievements and share the stories that make McMaster distinctive. Through strategic communications and meaningful engagement, we strengthen the University's reputation, build relationships and connect McMaster with the communities we serve.

The opportunity

This is an exciting opportunity to play a key role in establishing and supporting the office of McMaster's inaugural Vice-President, Communications.

Reporting directly to the Vice-President, the Executive Assistant will provide high-level executive and administrative support, helping coordinate priorities, manage commitments and ensure the effective day-to-day operation of this new executive office.You'll work closely with senior university leadership, build relationships across McMaster and contribute to shaping the processes and ways of working that will support the office's success.

We're looking for an experienced executive support professional who brings exceptional organizational skills, sound judgment and initiative. Someone who anticipates needs, navigates competing priorities with confidence and discretion, and takes pride in helping people and teams work effectively together.

What you’ll do

Keep executive priorities moving.

Manage a complex executive calendar, balancing competing priorities, senior-level meetings and institutional commitments.

Anticipate upcoming needs, coordinate briefing materials and ensure the Vice-President is prepared for meetings, decisions and engagements, including institutional governance processes and decision-making forums.

Monitor important commitments, requests and follow-up activities, helping maintain momentum as priorities evolve.

Exercise sound judgment in triaging issues, managing access to the Vice‑President, and independently resolving matters within established authority.

Connect people, information and ideas.

Serve as a key point of contact for the Vice‑President's Office, building positive and professional relationships across McMaster and beyond.

Coordinate communications and engagements involving the President's Office, university leadership, government representatives, community leaders and other interest holders.

Prepare, review and edit executive correspondence and materials with exceptional attention to clarity, accuracy and tone.

Support the timely exchange of information and ensure important requests reach the right people.

Make every engagement count.

Coordinate executive meetings, institutional events, leadership engagements and travel arrangements.

Gather and organize briefings, presentations and background materials from colleagues across the university.

Track meeting decisions, action items and commitments to support timely follow‑through.

Maintain organized, accurate and confidential executive records and documentation.

Handle highly confidential, sensitive and strategic information with sound judgment, diplomacy and discretion.

Help build an effective executive office.

Support executive‑led initiatives, committees and special assignments through thoughtful and effective administrative coordination.

Identify opportunities to improve processes, strengthen communication and make everyday operations more effective.

Exercise independent judgment in resolving administrative challenges and knowing when matters require escalation.

Process and monitor executive office expenses and budget‑related activities in accordance with university policies.

Bring discretion, professionalism, adaptability and a collaborative spirit to everything you do.

What you’ll bring

A college diploma in Office Administration, Business Administration or a related field, or an equivalent combination of education and experience. A university degree is an asset.

Four to six years of progressively responsible administrative experience, including experience supporting senior executives or equivalent leadership positions.

Demonstrated ability to manage complex schedules, executive correspondence, confidential information and senior‑level engagements.

Excellent written and verbal communication skills, with strong attention to accuracy, clarity and professionalism.

Exceptional organizational, interpersonal and problem‑solving skills, with the ability to exercise independent judgment, coordinate complex schedules, manage financial responsibilities and balance competing priorities.

Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint and Teams.

Experience working in a large, complex organization, ideally within a university, public‑sector or similarly structured environment.

An understanding of executive administration, professional protocols and confidentiality, with the ability to quickly develop knowledge of university governance, policies and processes.

Pay Transparency Statement

The posted hiring range represents McMaster's typical hiring range for this position. 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.