Executive Assistant

NOSM; Greater Sudbury; On-site; CAD 65,000 - 82,000; Full time

Job summary

NOSM University is seeking an experienced administrative professional to provide executive level support to the Associate Dean, Equity and Inclusion. The role requires proactive management of the day-to-day workflow, prioritizing projects within the Equity and Inclusion Portfolio, and independent problem solving.

The successful candidate will plan high-level events, manage records and budgets, prepare materials for committees, and assist in developing annual work plans.

Qualifications

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Responsibilities

• Reviews and handles the Associate Dean’s mail with initiative and drafts responses.
• Independently handles inquiries and resolves problems requiring area knowledge, escalating when needed.
• Assists in developing an annual work plan for the Portfolio and tracks tasks and priorities.
• Schedules events, meetings, and travel; prepares materials and itineraries.
• Manages the Equity and Inclusion Portfolio records and budget documentation.
• Monitors budget, maintains records, and reconciles reimbursements per policy.
• Prepares agendas, background materials, attends meetings, and follows up on actions.
• Performs other duties as assigned.

Skills

Word

Excel

PowerPoint

Outlook

Google Mail

Datatel/Colleague

SharePoint

Data analysis

Report writing

Education

College diploma in Business or Office Administration

Tools

Datatel/Colleague

SharePoint

Job description

Applications close on October 15th, 2026 at 4:00 p.m.

This position’s primary purpose is to provide executive level support to the Associate Dean, Equity and Inclusion, in such a manner that they are able to effectively perform their job. This position acts with little supervision, anticipating needs while managing the day-to-day workflow and prioritizing various projects within the Equity and Inclusion Portfolio.

This position provides extensive support and plans high level functions for various committees and groups, as well as provides a range of support to the various activities within the Equity and Inclusion Portfolio.

Responsibilities

Tasks may include but are not limited to the following:

• Confidentially reviews and handles the Associate Dean’s incoming mail and demonstrates initiative in determining appropriate course of action. Reads internal and external correspondence, addresses issues as appropriate and responds directly and/or composes responses for the Associate Dean’s signature.
• Independently handles inquiries and requests and resolves problems requiring in-depth knowledge of the area and general knowledge of the School, its policies and procedures. Determines the appropriate course of action and follows through to resolution. Alerts the Associate Dean to matters which demand attention or redirects matters to the appropriate office for action.
• Assists in the development of an annual work plan for the Portfolio and facilitates the work of the Associate Dean by keeping tasks, actions and priorities on track.
• Schedules and organizes events on behalf of the Associate Dean including meetings, conferences, travel etc. Prepares all required materials including agendas, meeting details, and travel itineraries and documents.
• Supervises the records management function of the Equity and Inclusion Portfolio ensuring all files are current, organized and accessible as required.
• Monitors the Associate Dean’s budget and holds limited delegated signing authority. Maintains financial records applicable to the Equity and Inclusion Portfolio, tracks expenses against the financial budget, and reconciles expense reimbursements. Reviews reimbursement requests from the Associate Dean’s direct reports and advises of any protocol/policy discrepancies, adhering to all School protocols and policies.
• Provides administrative support for multiple formal committees and groups. Includes preparing agendas, assembling background materials, attending meetings, taking minutes and coordinating the follow-up actions.
• Performs all other duties as assigned

Education

• A College diploma in Business or Office Administration, or a related discipline from a recognized college with Canadian accreditation or an equivalent combination of education and experience is required.

Knowledge, Skills and Abilities

• Minimum of five (5) years of related experience is required
• Proficient with Word, Excel, Power Point, Outlook and Google mail
• Experience with Datatel / Colleague
• Extensive knowledge of Finance Policies / Procedures
• Experience gathering and analyzing data, compiling information, and drafting reports
• Experience with SharePoint or database software and survey software
• Experience with computer software with word processing capabilities (i.e. Word, PowerPoint, Excel)
• Ability to analyze and solve problems typically associated with responsibilities
• Ability to create, compose, edit and proof-read written materials
• Ability plan, organize and prioritize work and to multi-task in a high-volume work environment
• Ability to operate a PC and work comfortably in a computerized office environment
• Ability to understand and follow instructions, and work with minimal supervision
• Ability to use discretion and maintain confidentiality
• Ability to work in a consultative and collaborative fashion with a variety of other units to further overall school strategic objectives
• Ability to work independently and as part of a team
• Ability to work within established organizational practices, protocols and policies
• Knowledge of the Occupational Health & Safety Act and Regulations that apply to the work being performed

Language

• Must be able to communicate effectively in English (verbally, written, and comprehension).
• French/Indigenous language skills would be considered an asset.

Working Conditions

• Extended periods of sitting
• Interaction with employees, management, and the public at large
• Working in a busy office environment with frequent interruptions
• Occasional overtime and travel

NOSM University offers accommodation for applicants with disabilities throughout its recruitment processes. If you require accommodation during the recruitment process, or require an accessible version this posting, please contact Human Resources via email at [e-mail].

NOSM University invites applications from all qualified individuals. NOSM University is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity.

NOSM University does not use AI in our hiring process.

NOSM University needs to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens. Applications need not identify their country of origin or current citizenship; however, all applications must include one of the following statements:

“I am a Canadian citizen or permanent resident of Canada.”

“I am not a Canadian citizen or permanent resident of Canada but I am legally eligible to work in Canada.”

“I am not a Canadian citizen or permanent resident of Canada or otherwise legally eligible to work in Canada.”

While all responses are appreciated and will be handled with the strictest confidence, only those being considered for interviews will be acknowledged.

NOSM University is a non-profit organization.
Charitable Registration: 86466 0352 RR0001