Job ID

78914

Job Title

ADMINISTRATIVE ASSISTANT

Regular/Temporary

Regular

Location

Central Campus

Open Date

2026/09/30

Job Type

Continuing

Close Date

2026/10/14

Employee Group

TMG

Favorite Job

Department

President's Office

Full/Part Time

Full-Time

Salary Grade/Band

Band H

Salary Range

$60226.00 - $77939.00 (annual)

Job Code

000015

Hiring Range

$60226.00 - $74326.00

Existing Vacancy

Yes - Backfilling as Existing

Target Number of Openings

1

Hours per Week

35

The mission of the President’s Office is to support the President in advancing the strategic direction of the University. The staff of the President’s Office actively support the President in their efforts to advance the overall mission of the University by providing assistance and advice, engaging in strategic initiatives, arranging campus and community events/activities that reflect the strategic priorities of the President, administering the President’s calendar, correspondence and communications, and acting as the key liaison point for internal and external communications.

Reporting to the Chief of Staff and Senior Advisor to the President, the Administrative Assistant is a key member of the Office of the President with responsibility for a variety of administrative and support duties in support of the President and other members of the Office. Work assignments, which deal predominately with the President’s correspondence, are complex, demanding and multi-faceted in nature requiring considerable independence, judgment and tact, creativity and the ability to solve problems.

The incumbent will be responsible for: filing; photocopying; providing phone coverage; mail; setting up and maintaining departmental filing systems as required, electronic and hard copy; arranging appointments and meetings as the backup to the Executive Assistant; assisting with the collection and preparation of meeting materials and briefing notes; assisting in coordinating travel arrangements and bookings for the President; managing correspondence; supporting Honorary Degree recipients and award winners and managing the President’s Awards; being the Office’s point of contact for the Chancellor; assisting with event planning; providing administrative support to the Chief of Staff; and performing other secretarial/administrative duties of a similar nature as required.

The Administrative Assistant works within a collaborative team in the Office of the President and is expected to work closely with the Chief of Staff, the Executive Assistant to the President, and all members of staff to support the President and ensure the smooth and efficient functioning of the Office.

Correspondence and Inquiries

Working closely and collaboratively with the Executive Assistant, manages the flow of communications (letters, emails, reports, proposals, etc.) in the Office of the President and maintains its filing system. Composes, proof-reads and edits correspondence and formats documentation produced within the Office, as well as that provided by other University Faculties, Departments and Units to the Office. Arranges for the review, approval and signature of correspondence and other documents, working to tight deadlines, liaising with other units as needed, and ensuring that all necessary information is provided to allow the efficient turnaround of requests and responses.

Maintains accuracy and ensures that all correspondence and communications maintain the high standards expected of the Office and the University.

Responds to inquiries and requests from within and outside the University, refers issues to other Departments, as appropriate, and ensures that problems are resolved, all of which requires in-depth knowledge of the University’s internal and external activities, its vision and mission and its policies and procedures.

Works closely with the Chief of Staff and Executive Assistant to track and complete tasks within the Office, ensure that appropriate responses are sent to inquiries, and that deadlines for institutional responses are met.

Provides support to the Chief of Staff and Associate Director, Communications, on preparing, editing, and finalizing communications for the President and the Office, including email and letter responses, congratulatory messages, formal speeches, speaking notes, and written communications, etc.

Serves as a key liaison between the Office of the President and other senior administrative offices, faculty, staff, students and external contacts as required. Monitors and directs incoming calls, correspondence and visitors.

Alongside the Executive Assistant,



maintains the reception area of the President’s Office, greets and welcomes all visitors to the Office and sets a professional, helpful and knowledgeable tone.

Committee and Meeting Administration

Coordinates logistics for meetings including managing room bookings, access, IT requirements, catering, etc., to ensure meetings of both internal and external groups run effectively. Assists with the preparation and circulation of agenda packages and gathering, preparing and disseminating materials.

Supports the Executive Assistant in ensuring the timely preparation and receipt of speaking notes, briefing materials, agenda packages and other documents required to support the work of the President.

Honorary Degrees and President’s Awards

Acts as the initial liaison and key contact on behalf of the President’s Office for Honorary Degree recipients and other award winners bring honoured at convocation, providing information and responding to inquiries, working with the Business Officer to support travel arrangements and logistics, supporting the preparation and finalization of citations and certificates and liaising with the Registrar’s Office and Faculties, as needed, to ensure that Honorary Degree recipients, award winners and their guests have an excellent experience.

Coordinates and organizes the Office’s involvement in the management and oversight of the various President’s Awards offered from time to time (Student Leadership, Teaching & Learning, Graduate Supervision, Outstanding Service, and Community-Engaged Scholarship) including coordinating timescales for completion of the processes and announcements, providing assistance with selection committee nominations and approval of candidate slates, contacting award winners, reviewing, proof reading and finalizing all citations for award winners and arranging the preparation of physical awards and/or certificates as needed.

President’s Office Events

Provides support with the logistics and organization of events hosted by the Office of the President from time to time, as needed, including managing reservations and room bookings, ordering catering services, preparing invitations and monitoring responses. Ensures that such events set the appropriate tone and enhance the reputation of the Office and the University.

Chancellor

Acts as the main administrative point of contact for the University Chancellor, monitoring the Chancellor’s institutional email if requested to do so, managing correspondence on behalf of the Chancellor and providing further logistical and administrative assistance, as needed.

Travel Arrangements

Supports the Executive Assistant and Business Officer in coordinating all travel arrangements for the President, including ground and air transportation, hotel accommodations and liaises with domestic and international organizations, government departments and embassies, etc. as needed. Works closely with the Chief of Staff and Executive Assistant to determine appropriate dates and times to ensure that the best use is made of the President’s time and works closely with the Business Officer to plan and manage the budgetary aspects of such trips.

Office Administration

Takes primary responsibility for organizing and sustaining electronic and paper filing systems and document management and archiving for the Office, including the correspondence database, maintains the extensive sensitive/confidential files in the Office, and oversees and administers the Records Retention Guidelines in place within the Office, undertaking an annual review of the records held.

Functions as the primary back up in the absence of the Executive Assistant, overseeing the Office email and correspondence and managing the President’s schedule and calendar during such periods, ensuring accuracy and efficiency. Assesses, prioritizes and coordinates the President’s schedule. Reviews requests for appointments and meetings, maintaining the calendar, and preparing documents, background materials and meeting packages for the President.

Prepares and reconciles the President and Chief of Staff’s travel expenses, including corporate credit card reconciliation.

Provides administrative support for all aspects of the President’s and Chancellor’s roles at Convocation, as needed.





Responsible for handling sensitive and confidential material on a daily basis and for ensuring that such information is treated appropriately and in accordance with all relevant University policies and protocols.

Provides administrative support to the Chief of Staff, including calendar and scheduling assistance, support with correspondence and communications, meeting logistics, and such other tasks as may be required from time to time.

Provides support and assistance to other members of the Office and performs other related administrative duties as required, supporting the smooth and efficient functioning of the President’s Office.

Qualifications

Education:

- University Degree, College diploma in Office Administration (Legal Office Administration preferred), or other relevant qualifications

Experience:

- Minimum of 5 years of relevant office administration experience
- Internal McMaster knowledge of systems, processes as well as medical secretary experience is an asset

Knowledge/Skills: Excellent customer service skills and ability to liaise effectively with internal and external audiences Excellent written and oral communication skills – grammar, spelling, etc. Detail-orientated and strong work ethic

Effective organization and time-management skills to navigate multiple tasks, deadlines and shifting priorities High-level IT and computing skills Initiative and ability to work independently in a team setting

Problem solving skills required - ability to identify, analyze and solve problems Excellent organizational skills Thorough understanding of the University, its policies and procedures Thorough understanding of the functioning of the Office of the President and strong University acumen.

Pay Transparency Statement The posted 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 robust 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 (phone hidden) 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.

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.

📌 ADMINISTRATIVE ASSISTANT (Canada)
🏢 McMaster University
📍 Canada