Executive Assistant

St. Thomas University; Fredericton; On-site; CAD 58,000 - 81,000; Full time

Job summary

A prestigious educational institution in Fredericton is searching for an Executive Assistant to support high-level administrative tasks. This full-time permanent role involves managing the day-to-day operations of the office, handling confidential information, and coordinating schedules. Candidates should have a college diploma, five years of relevant experience, and proficiency in Microsoft Office. The position demands strong organizational and communication skills in a fast-paced environment.

Qualifications

• Minimum of five years of experience in a professional office environment.
• Ability to manage competing priorities and work independently.
• Proven ability to maintain confidentiality.

Responsibilities

• Manage day-to-day operations of the Office.
• Handle confidential information with discretion.
• Coordinate the Provost’s schedule and inquiries.

Skills

Organizational skills

Communication skills

Interpersonal skills

Judgment

Education

Graduation from a recognized community college

Tools

Microsoft Office

Job description

The Opportunity

Reporting to the Provost and Vice-President (Academic and Research) the Executive Assistant provides high-level administrative and clerical support to ensure the efficient operation of the Office. This position supports the informational, organizational and communication needs of the Office through effective prioritization, organization and workflow management.

Term: Permanent | Hours of work: Full-Time (35 hrs / week), Mon.-Fri; 8:30 a.m. - 4:30 p.m. | Classification / Level: Exempt C1 | Salary: $58,287 - $80,349 | Closing Date: November 28 2025

Responsibilities

• Manage the day-to-day operations of the Office of the Provost and Vice-President (Academic and Research) including scheduling, correspondence and general administrative coordination.
• Handle confidential and sensitive information with discretion and ensure that all matters are managed in accordance with university policy and collective agreements.
• Coordinate and prioritize the Provost’s schedule, meetings, travel and conference arrangements; manage telephone, email and in-person inquiries on behalf of the Office.
• Draft, proofread and edit correspondence, reports and other official documents; gather and compile data and information for institutional and committee reports.
• Maintain accurate filing systems, databases and academic records in accordance with collective agreement provisions and university policy.
• Serve as the initial point of contact for internal and external inquiries including senior administrators, government officials, faculty, staff and students; provide information, interpretation or referral as appropriate.
• Apply a working knowledge of full- and part-time faculty collective agreements, university policies and organizational structures in support of administrative decisions and communications.
• Perform other related duties as required.

Qualifications

• Graduation from a recognized community college combined with a minimum of five years of experience in a professional automated office environment or an equivalent combination of education and experience.
• Demonstrated ability to work independently, manage competing priorities and exercise sound judgment.
• Proven ability to recognize and maintain confidentiality and handle sensitive information with discretion.
• Strong organizational, communication and interpersonal skills with the ability to work effectively with a wide range of individuals.
• Comprehensive knowledge of collective agreements, university policies and organizational structure in a university or similar institution.
• Proficiency with Microsoft Office and other relevant software applications.

Working Conditions

• Regularly required to work under pressure and meet multiple deadlines in a fast‑paced environment.
• Must be aware of and manage simultaneous activities and conflicting priorities.
• May be required to work outside normal business hours to complete time‑sensitive tasks.
• Conflicting demands may cause stress.

Closing date for receipt of applications is November 28 2025. All applications are to be received by 4:30 p.m. on the closing date. Candidates are responsible for clearly demonstrating in their cover letters how they meet the requirements of the position. Please forward your cover letter and resume by clicking the Apply Now button.

An equal opportunity employer St. Thomas University is committed to employment equity for women, Aboriginal peoples, members of visible minority groups and persons with disabilities. All qualified candidates are encouraged to apply; however Canadian citizens and permanent residents will be given priority. Candidates must have proof they are legally entitled to work in Canada.