April 9, 2025

EXECUTIVE ASSISTANT (BAND LEVEL 7)

Office of the Vice-Provost (Equity, Diversity, Inclusion and Anti-Racism)

(Contractual Position to August 31, 2025)

The University will consider applications from qualified permanent staff who may be interested in a secondment, subject to departmental approval

DUTIES

The Executive Assistant will perform responsible executive level secretarial work of a diversified organizational and administrative nature in providing support to the Vice-Provost (Equity, Diversity, Inclusion and Anti-Racism) including coordinating a wide variety of confidential and sensitive matters in order to maximize the efficiency and effectiveness of the Vice-Provost's portfolio administratively. Duties include providing personal support to the Vice-Provost, ensuring a high level of personal and office organization and efficiency; fostering strong relationships with members of the Senior Executive Offices, Deans, Academic and Administrative Directors, and respective staff reporting to the Vice-Provost (EDI-AR); managing the Vice-Provost's schedule and arranging all meetings, including compiling background information and coordinating ongoing scheduling requirements; receiving, identifying and preparing agenda items; managing communication by screening, acting upon, redirecting communications, and/or tracking correspondence to ensure follow up and timely completion; composing correspondence and compiling information for reports and presentations; acting as recording secretary and liaison to EDI-AR Advisory Committee including sending notification and material and preparing minutes; managing and overseeing Search processes including scheduling; anticipating requirements to ensure the smooth operation of the office; coordinating purchases, including the preparation of direct pays and journal vouchers; issuing and receiving purchase orders; obtaining quotes; ordering materials and office supplies; coordinating procurement card purchases and reconciling monthly card statements; keying leave/time entry for the Office; planning and arranging travel, including the preparation of travel related forms and claims for reimbursement; planning itineraries for international travel, including securing visas and researching for cultural awareness; coordinating itineraries and appointments for visitors from foreign countries and out of province; providing support to the Manager of Academic Recruitment and Retention; ensuring general information issued on behalf of the Vice-Provost is up to date and circulated in a timely manner; assisting in the coordination of ad hoc activities and events, as required; and performing other related duties as required.

QUALIFICATIONS

Experience (7-10 years) in progressively responsible secretarial positions; graduation from an office administration program supplemented by a diploma in business administration is required; or an equivalent combination of experience and training may be considered. The ideal candidate will have knowledge of the University structure and academic and administrative systems, along with strong organizational and time management skills, including the ability to respond effectively under pressure and with frequent interruptions. Demonstrated ability to work independently and think critically; attention to detail; strong orientation towards service and quality; complete familiarity and proficiency with MS Office; and strong skills in preparing documents and presentations, written communications, and information management, are essential for the role.

SALARY $61,099 - $71,679 per annum (Non-Bargaining)

CLOSING DATE April 24, 2025 by 5:00 p.m. NST

All qualified candidates are encouraged to apply; however, preference will be given to applicants who are legally entitled to work in Canada. Memorial University is committed to employment equity and diversity and encourages applications from all qualified candidates, including women, people of any sexual orientation, gender identity, or gender expression; Indigenous peoples; visible minorities and racialized people; and people with disabilities.

The personal information requested in your application is collected under the authority of the Memorial University Act (RSNL 1990 c M-7) for the purpose of identifying and recruiting candidates; assessing applicant qualifications; and maintaining records pertaining to the administration of employment with Memorial University of Newfoundland.

If you are a successful candidate, this information will form part of your permanent employment record and will be used for other activities related to the employment process. This information may be disclosed to government departments and agencies as legally required; and to third party service providers, as necessary to administer programs and activities.

If you have any questions about the collection, use and disclosure of the information on this form, please contact MyHR, Department of Human Resources, at [email protected].

Please be advised that we are unable to provide updates on current competitions.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.