Executive Assistant To The Dean, Faculty of Applied Health Sciences

Post End Date:

May 28, 2026 at 11:59 PM

This job advertisement is to fill an existing vacancy in the Administrative Professional (Employee Group)

Please note: This is a fixed term contract expected to conclude August 2026

About the Role:

The Executive Assistant provides coordination of administrative activities to support the Dean of Applied Health Sciences, on a broad range of Decanal activities both internal and external to the University. The incumbent plays an integral role in the Faculty by managing the operational, planning and administrative issues arising from the Dean’s Office.

The Executive Assistant will:

• Promptly receive and screen incoming telephone calls and emails, determining level of urgency and complexity, and elicit necessary information;
• Greet and receive visitors to the Dean’s office, respond to inquiries, provide information regarding policies or decisions, refer inquiries or issues to the appropriate office or person, resolve problems, and follow up as necessary;
• Provide accurate word-processing support by composing and/or editing a variety of documents, including highly confidential correspondence, memoranda, contracts, reports and proposals;
• Provide data and support personnel files, including faculty appointments, reappointments, tenure and promotion, sabbatical applications and reports;
• Liaise with staff and executives as well as external organizations and associations on behalf of the Dean;
• Conduct research, compile data, and prepare approval documentation;
• Facilitate the efficient utilization of the Dean’s time through development and coordination of a complex calendar of appointments, meetings, and social engagements;
• Prioritize meetings, phone-calls, emails, appointments and tasks, assembling the material and briefings for meetings and appointments with sufficient lead time;
• Arrange all travel and itinerary planning for the Dean, including arranging flights, hotels, rental vehicles and other associated travel logistics;
• Provide support in the development of job description and job posting drafts, and in the short listing and scheduling of candidates for interviews;
• Prepare cheque requisitions, purchase orders, travel reimbursements, petty cash, and account transfers according to guidelines;
• Provide assistance with meetings and event planning both on and off campus.

Key Skills and Experience:

• A college diploma in a relevant program and administrative support experience in a relevant environment or the equivalent combination of experience and education;
• Ability to work effectively in an environment with sensitive and confidential information and situations;
• Ability to respond quickly to meet client needs and resolve problems;
• Ability to work independently and collaboratively with various partners;
• Solid computer competency including word processing, spreadsheet, database, web applications and web maintenance, social media, internet search engines;
• Extreme accuracy and attention to detail;
• Excellent written, oral and interpersonal communication skills;
• Strong judgement, analytical and problem solving skills;
• Excellent organizational skills and ability to prioritize workload in a fast-paced environment with changing deadlines;
• Project management experience and ability to effectively manage multiple projects from conception to implementation.

Salary:

• Job Grade K, Salary Scale ($62,115-99,384);
• Target Hiring Range: $62,115-$77,000*

*The final salary is based on experience, internal equity, and budget considerations within the target hiring range.