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Employment Opportunity, Executive Assistant to the AVP, Equity and Inclusion

Reporting to the Associate Vice-President, Equity and Inclusion (AVP, EI), the Executive Assistant supports the broad mandate of the Equity and Inclusion Office (EIO) and, therefore, understands that performance of all duties related to this role must be conducted in a manner that fosters a culture of openness, respect, fairness and inclusion.

Jul 05, 2018

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To apply, please visit:

Click: External Applicants

Search: Executive Assistant to the AVP, Equity and Inclusion - Job Opening 20922

(No telephone calls, please.)



Executive Assistant to the AVP, Equity and Inclusion

Equity and Inclusion Office

McMaster University


McMaster University welcomes applications to the following competition. 


Job Title:                     Executive Assistant to the AVP, Equity and Inclusion

Department:               Equity and Inclusion Office

Location:                     Main Campus

Hours:                          35 hours per week, must be available for occasional evenings and/or weekends

Salary Band:                Band “H”; Salary Range:  $53,462 - $69,187

Typical Hiring Range:  $53,462 - $55,867

Status:                         TMG (The Management Group), continuing

Closing Date:               July 23, 2018

The Equity and Inclusion Office, under the auspices of the Associate Vice-President, Equity and Inclusion, has a broad and proactive mandate to work with campus and community partners to promote, develop, coordinate and support initiatives which build individual and organizational capacity to advance equity, diversity and inclusion goals, and to foster a culture of openness, respect, fairness, and inclusion. The Office reaches out to and engages diverse communities in awareness-raising, prevention education and training activities, promotes and supports community efforts to enhance accessibility and inclusion, supports community members who have experienced sexual violence, and facilitates the resolution of community complaints of harassment and discrimination on the basis of any human rights protected grounds. 


Job Summary:


Reporting to the Associate Vice-President, Equity and Inclusion (AVP, EI), the Executive Assistant supports the broad mandate of the Equity and Inclusion Office (EIO) and, therefore, understands that performance of all duties related to this role must be conducted in a manner that fosters a culture of openness, respect, fairness and inclusion. The Executive Assistant coordinates a variety of administrative duties in support of the AVP, EI and provides overall office and financial management and administrative support to the EIO, including both the human rights and complaints resolution portfolio and the outreach, education and support portfolio. The Executive Assistant’s work assignments are complex in nature, requiring considerable initiative, resourcefulness, judgement, tact and discretion.


Qualifications and Skills:


The successful candidate will have a post-secondary degree, or equivalent, with 3 – 5 years’ office administration and financial management experience including the provision of a full range of executive support to a senior leader or administrator (preferably in a post-secondary educational setting). 


The successful candidate will also possess a wide variety of knowledge, skills and abilities including the following:


  • Basic understanding and knowledge of human rights and related legislation
  • Demonstrated knowledge and skills to foster a respectful and inclusive environment
  • Proven ability to exercise initiative, sound judgement, tact and diplomacy, and to maintain confidentiality
  • Ability to interact with a diversity of individuals at every level of the institution
  • Excellent capability to make decisions independently with authority and confidence, referring only the most complex problems to supervisors
  • Strong interpersonal, organizational and communication (both written and oral) skills
  • Proven skills in project management and ability to establish priorities and meet timelines
  • Exceptional time management and organizational skills with ability to manage multiple demands and competing priorities
  • Exceptional attention to detail and analytical skills
  • Self-motivated, self-directed and able to work independently and in a team environment
  • Thorough knowledge and understanding of the University organizational structure and functional responsibilities
  • Experience conducting research and drafting reports
  • Advanced computer skills for word processing, spread sheets and databases; knowledge of Microsoft Office
  • Knowledge of webpage design and management
  • In-depth familiarity with MOSAIC (PeopleSoft), Hyperion (Oracle) and Plone (CMS)


Duties and Responsibilities:


Duties in support of the Associate Vice President, Equity and Inclusion

  • Assesses, prioritizes and coordinates the AVP, EI’s scheduling requirements and maintains their online calendar; effectively manages schedule to ensure meeting and planning time is balanced according to the AVP, EI’s workload; maintains daily appointment calendar and coordinates the gathering and provision of meeting materials in electronic form, to the extent possible, on the shared server
  • Manages communications to and from the AVP, EI and composes and edits correspondence on behalf of the AVP, EI as required
  • Researches policies and procedures; gathers and collates data, briefing notes, and files as required; undertakes special projects or parts of projects as required from time to time for the AVP, EI, and ensures they are completed by deadlines; manages the records of the AVP, EI with particular attention in regards to archiving and document management; manages sensitive and confidential information with discretion
  • Makes all necessary travel arrangements and manages all expense reimbursement requests for the Associate Vice-President, Equity and Inclusion, ensuring they are documented and submitted in a timely manner


Office and Finance administration duties

  • Provides general office and finance administration including assisting with preparation and monitoring of departmental budgets; updating and reporting on financial/budget information; monthly reconciliation of financial accounts and maintenance of tracking spreadsheets; preparing cheque requisitions, travel advances, travel expense forms, journal entries and other required forms; managing MPDA and expense reimbursement requests for EIO team members


Duties in support of the Equity and Inclusion Office

  • Serves as the first point of contact for the EIO, providing front-line reception duties, receiving and triaging complaints and scheduling appointments with EIO staff; handles sensitive, confidential material strictly in accordance with University policy and instructions
  • Assists in the generation of annual statistical reports related to contacts and complaints under the Sexual Violence Policy and the Policy on Discrimination and Harassment: Prevention and Response
  • Independently manages and, where appropriate, responds to inquiries and requests requiring in-depth knowledge of the Office and general knowledge of the University, its policies and procedures; prioritizes responses, ensuring appropriate deadlines for responses are met; corresponding on behalf of the AVP, EI when appropriate, or ensuring tasks are delegated, as required
  • Provides overall office management and administrative support, including: minute-taking; managing correspondence; purchasing office supplies; tracking vacation information; trouble-shooting technology-related issues; assisting in the development and implementation of office operating policies, procedures and guidelines; and performing other related administrative duties to coordinate the day to day operations of the Equity and Inclusion Office


Duties in support of the President’s Advisory Committee on Building an Inclusive Community (PACBIC)

  • Provides administrative support to the PACBIC and to its Planning and Priorities Working Group, including coordinating all meeting logistics, minute-taking and distribution, budgetary support, website maintenance, updating membership lists, monitoring email lists and attendances at relevant meetings


Other Duties

  • Coordinates logistics of committee meetings, general meetings and other special events as necessary
  • Conducts research, collects data from both internal and external sources, compiles and synthesizes data and interprets results in order to prepare reports, as requested
  • Performs other related administrative duties as required


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.


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 diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. While all qualified candidates are invited to apply, we particularly welcome applications from women, persons with disabilities, First Nations, Métis and Inuit peoples, members of racialized communities (“visible” minorities), and LGBTQ+ identified persons.


Job applicants requiring accommodation to participate in the hiring process should contact the Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247) to communicate accommodation needs.


No telephone calls, please. 

To apply, please visit:

Click: External Applicants

Search: Executive Assistant to the AVP, Equity and Inclusion - Job Opening 20922