"Executive Assistant, Communications, Marketing and Public Affairs"

Regular/Temporary

Regular

Job Title

Executive Assistant, Communications, Marketing and Public Affairs

Job ID

64415

Location

Central Campus

Open Date

07/31/2024

Job Type

Continuing

Close Date

08/13/2024

Employee Group

TMG

Favorite Job

Department

CMPA - AVP,CMPA

Salary Grade/Band

Band H

Salary Range

$58079.00 - $75161.00 (annual)

Hours per Week

35

Posting Details

Ranked as one of the world’s top 100 universities, McMaster University is devoted to the cultivation of human potential, realized through our innovative educational programs, cutting-edge research, and the diverse students, faculty, staff and alumni who make up the McMaster family. Dedicated to creating a Brighter World, we recognize that our people are our most valuable resource. Those who join McMaster will find a community of talented individuals who are inspired by the university's commitment to embodying the values of integrity, quality, inclusiveness and teamwork. It is through these talented individuals, their creativity and drive for results that has earned McMaster its reputation as being Canada's "most innovative" university.

McMaster University fuels curiosity, inquiry, and discovery. Every day, we push the boundaries of knowledge through our world-class, interdisciplinary research and our ground-breaking approaches to teaching and learning. Our students, researchers and staff are among the best and brightest.

Together, Communications, Marketing and Public Affairs amplifies and enables McMaster’s bold ambition to advance human and societal health and well-being. We will lead the sector by building relationships, reputation and resources, achieving results that support McMaster’s strategic priorities. We are seeking an equally talented Executive Assistant to support our goals.

Job Summary:

Reporting to the Chief Executive, Internal and External Engagement, the Executive Assistant (EA) provides a high level of service to the Chief Executive and to the CMPA department in general. This front-facing role supports the strategic priorities of the department, is strategic, collaborative, and creative to deliver maximum and measurable impact. The EA is the main point of contact and support for the Chief Executive, Internal and External Engagement and liaises with peers across the institution to facilitate departmental strategic priorities. The role enables the success of CMPA through the effective and efficient use of resources to achieve goals and deliver the greatest value to the university.

The EA provides support to senior leaders in CMPA. The role is also a key member of the operations team within CMPA, delivering high-quality, timely oversight of day-to-day functions, maintaining the CMPA annual calendar and emerging priorities. Working independently, the role requires proactive attention to detail and organization, strong communication skills, sound judgement, the ability to manage confidential information, and effective follow-through. The position is responsible for making a positive commitment to CMPA’s strategic goals: relationships, reputation, resources.

Accountabilities:

• Provide a high level of service to the Chief Executive, Internal and External Engagement
• Deliver timely and detail-oriented support on recurring deliverables and special projects
• Communicate effectively with internal and external stakeholders at all levels to ensure CMPA and the Chief Executive’s strategic priorities are efficiently managed
• Handle sensitive and confidential materials in accordance with university policies
• Format, edit and prepare documents, meeting materials, and presentations
• Coordinate travel arrangements and logistics for the Chief Executive
• Be on call to make unforeseen adjustments to travel logistics (e.g., delayed flight, etc.)
• Provide support for President’s Advisory Committee on Community Relations (PACCR)
• Book attendance of key participants, e.g., Hamilton Police Services, By-law enforcement, etc.
• Prepare materials for meetings
• Manage calendar of the Chief Executive
• Assess, prioritize and coordinate Chief Executive, Internal and External Engagement scheduling requirements for both on and off campus activities; maintain calendar; review meeting requests and effectively manage schedule to ensure calendar is balanced; assess changes to schedule/conflicting demands and update calendar in a timely manner; maintain daily appointment and recurring meeting calendar; and coordinate the gathering and provision of meeting materials in printed and electronic form
• Ensure calendar is up to date prior to vacation/absences
• Working closely with Executive Assistants across the university, act as institutional liaison for the Chief Executive, Internal and External Engagement and the CMPA Department.
• Continuously build university acumen; develop/sustain networks among peers within the university.
• Apply in-depth knowledge of Senior Leadership offices, university committees and governance.
• Finance
• Routine analysis of purchasing activity and reports; independently assess and recommend cost savings opportunities
• Stay informed on purchasing policies, protocols and best practices
• Maintain a working knowledge of Mosaic for applicable finance processes, e.g. MacBuy
• Collate PCard and Diners receipts according to accounts payable timelines and protocols
• Maintain an understanding of budget for purposes related to allocating expenses
• Manage online billing for recurring payments related to CMPA operations, e.g. subscriptions, corporate phones; identify savings opportunities.
• Solely responsible for gathering financial records for PCard and diners card reconciliation
• In-depth understanding of expense documentation protocols is required
• Ability to problem-solve and troubleshoot expense documentation issues prior to submission is required
• Knowledge of finance work flow; make recommendations for improvement
• Provide administrative support to CMPA senior leadership team
• Support departmental strategic priorities as required by senior leaders in CMPA
• Provide administrative support to senior leaders as required
• CMPA Department Support
• Act as main point of contact between the department and the Chief Executive, and internal and external stakeholders to the university.
• Work closely with Manager, Operations and Finance on day-to-day department operations, maintaining operational excellence across the department
• Independently assess inquires and requests, and resolve issues requiring in-depth knowledge of the department and strong university acumen; triage where necessary; knowledge of university structure, policies and protocols is required
• Coordinate CMPA all-staff meetings including working closely with the meeting chair and developing and distributing the meeting agenda
• Collaborate with CMPA HR Strategic Partner as required, e.g. onboarding and recruitment coordination
• Be an active member of CMPA department, finding ways to build team spirit and collegiality, and actively participate in departmental activities
• Onboarding
• Support orientation of new staff with various resource requirements and onboarding
• Working under the leadership of the HRSP, CMPA, identify onboarding process improvement
• Responsible for continuous improvement of operations; research and implement efficiencies, e.g. equipment inventory, calendaring technologies, file sharing technologies
• Responsible for managing CMPA main office
• Prioritize incoming correspondence (email/voicemail) and escalate, as needed
• Create a professional environment
• Lead the management of the departmental outlook email and calendar ensuring constant coverage and high level of service for stakeholder inquiries
• Act as departmental liaison with UTS for equipment repairs, preparing laptops for staff members and other technology related matters
• Maintain equipment such as printers
• Welcome internal and external stakeholders to physical office space
• Order office supplies
• Maintain an inventory of CMPA equipment, including but not limited to visual team equipment, and IT hardware items used for remote work environment
• Coordinate logistics and communications for team and departmental events, e.g. professional development days, employee engagement events
• Maintain electronic files ensuring confidentiality is maintained and that information is accessible as required
• Maintain annual calendar of CMPA activities and key events and ensure relevant employees/stakeholders are invited
• Maintain departmental list serve
• Submit and track facilities-related requests
• Play a key role in supporting office relocations
• Order high-value standard office equipment including laptops, monitors, and office furniture
• Other duties as required based on operational and strategic priorities

Qualifications:

• A university degree is preferred but a college diploma in office administration or equivalent work experience will be reviewed;
• A McMaster degree is an asset; and
• 4-6 years’ office administration including senior executive level support
• Experience in the public or university-sector is considered an asset
• Demonstrated strong service orientation

Must have the following skills and abilities

• Exceptional organizational abilities
• A strong service orientation
• Thorough knowledge of the CMPA and McMaster organizational structure will be considered an asset
• Knowledge of finance processes and protocols
• Strong demonstration of interpersonal and communication skills
• Excellent customer service skills and strong service orientation
• Ability to work with individuals at all levels from within the university
• Time management and multi-tasking abilities
• Effective follow-through
• Ability to work strategically and proactively
• Excellent judgement and decision-making abilities
• Comfortable working in a Microsoft 365 environment
• Ability to deliver on multiple projects
• Strong understanding and ability with administrative technologies, e.g. calendaring, one drive, Microsoft suite, zoom, teams, and other applicable applications

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.

Hybrid Work Language

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.