Job ID
74483
Job Title
Executive Assistant
Regular/Temporary
Regular
Location
Central Campus
Open Date
02/20/2026
Job Type
Continuing
Close Date
03/02/2026
Employee Group
TMG
Favorite Job
Department
VP Indigenous Office
Full/Part Time
Full-Time
Salary Grade/Band
Under Review
Salary Range
$0.00 - $0.00 (annual)
Job Code
104942
Existing Vacancy
Yes - Newly Created Position
Target Number of Openings
1
Hours per Week
35
Posting Details
This position will give preference to candidates who identify as a member of an Indigenous community (First Nations, Métis, and Inuit). Candidates from this designated group are invited to self-identify in their cover letter, including details relevant to their community and lived experience, as part of the application process.
The Office of the Vice Provost Indigenous provides strategic leadership to advance Indigenous priorities, including research, education and reconciliation across the institution; and to strengthen the university’s relationship with Indigenous communities.
The Executive Assistant is accountable to the Vice-Provost, Indigenous (VPI). The incumbent provides support for the VPI and assists with the implementation and conduct of university-wide responsibilities. The Executive Assistant is an integral part of the team that supports the Office of the VPI.
The Executive Assistant is specifically responsible for the effective and efficient management of the Office of the VPI and for coordinating a variety of administrative and secretarial duties in support of the VPI. This is a multi-faceted area and impacts a major portion of the university. Work assignments are complex in nature, and considerable judgement, tact, creativity and initiative are required in resolving problems. The incumbent must possess knowledge of university activities and demonstrates understanding and respect for Indigenous ways of knowing and being, including an understanding of Indigenous peoples’ histories, cultures, and experiences.
Accountabilities
Responsible for the effective and efficient management of the Office of the VPI**.**
- organizes the work, creates clear and effective oral, written and electronic communications
- monitors email, voicemail and incoming mail, prioritizes and brings forward alerts regarding immediate action
The Executive Assistant works with other staff reporting to the Office of the VPI.
- works with the Administrator and Communications Lead and any other team member of the Office of the Vice-Provost, Indigenous
- Provides administrative support
- checks requisitions for accuracy and appropriate budget approval
- ensures that all areas have the current and new university-wide policies, guidelines and instructions and provides interpretations as needed and monitors for compliance
- provides administrative support for the VPI including financial reconciliation, HR recruiting and onboarding
Manages the VPI’scalendar
- maintains the schedule, reviews on-going requests, and reorganizes existing commitments according to their priority on a daily basis
- sets up and arranges meetings including several large scale ongoing meetings
- manages conflicting demands and changes to schedules
- may organize business events and any potential training events
Responsible for the coordination and follow up for any University Committees chaired by the VPI and other groups as required
- organizes meetings, sets agendas in conjunction with the VPs and AVPs and provides background materials
- attends these meetings and provides the group with notes and action items
- responsible for following up on issues and action items from these meetings
- ensures that relevant new or revised policies or information meets the multiple time lines for University approval
- reviews status of projects and is involved with implementation planning in consultation with the Chair
- assists with the coordination of other groups as required by the VPs and AVPs
- liaises with University Secretariat regarding Undergraduate Council and its committees
Responsible for doing background research on projects
- assembles information from the internet, reports and policies
- organizes the data and provides initial assessments to the VPI
- assists in preparing for the meetings with individuals and committees
Handles all travel arrangements for the VPI
- coordinates travel arrangements and accompanying material
- completes travel expense reports
Acts as an administrative back-up for all areas in Office
- responsible for setting up new employees in the Office
- manages Mosaic new staff set up and is responsible for timekeeping input
- backup during busy periods and vacation periods as required
Education
College diploma in office administration or equivalent
Experience
4-6 years office administration including executive level
Knowledge and Skills
Pay Transparency Statement
Hiring Range: $60,000 to $70,000
This salary band of this role is currently under review. The expected 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.
How To Apply
To apply for this job, please submit your application online.
Employment Equity Statement
McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.
Job applicants requiring accommodation to participate in the hiring process should contact:
- Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
- Faculty of Health Sciences HR Office at ext. 22207, or
- School of Graduate Studies at ext. 23679
to communicate accommodation needs.
AI Statement
McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.
