Executive Assistant to the Vice-President, Communications

McMaster University; Hamilton; On-site; CAD 65,000 - 90,000; Full time

Job summary

McMaster University seeks an experienced Executive Assistant to the Vice-President, Communications, to coordinate priorities, manage a complex calendar and ensure efficient day-to-day operation of the new executive office.

You will work with senior university leadership, build cross‑university relationships and support governance processes while exercising sound judgment, discretion and initiative.

Qualifications

• College diploma in Office Administration or related field or equivalent experience.
• 4–6 years of progressively responsible administrative experience including support to senior executives.
• Manage complex schedules and executive correspondence with confidentiality.
• Excellent written and verbal communication with accuracy and professionalism.
• Exceptional organizational and problem‑solving abilities; independent judgment.
• Advanced proficiency in Microsoft 365 suite and familiarity with governance processes.

Responsibilities

• Keep executive priorities moving by managing calendars and meetings.
• Coordinate communications and engagements involving senior leadership and external stakeholders.
• Prepare, edit and review executive materials with clarity and appropriate tone.
• Coordinate meetings, events and travel; track decisions and follow-though.
• Maintain confidential records and handle sensitive information with discretion.
• Support executive-led initiatives and improve processes across the office.

Skills

Communication

Organization

Problem solving

Discretion

Executive support

Stakeholder management

Education

College diploma in Office Administration or related field

University degree is an asset

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

Job description

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.