Applications close on October 20th, 2026 at 4:00 p.M.Reporting to the AVP, External Relations, the Executive Assistant works in a complex, fast-paced environment and provides a broad range of senior level confidential administrative support for AVP, External Relations. The incumbent establishes priorities with the AVP, External Relations and maintains a close and highly responsive working relationship with the External Relations Portfolio leadership team (Director of Advancement; Manager, Marketing Communications Manager; and Manager, Public Affairs and Strategic Relations) to enable them to effectively perform their job. This position acts with little supervision, continually anticipating needs while managing day-to-day workflow and prioritizing various meeting requests and activities within the External Relations Portfolio.ResponsibilitiesTasks may include but are not limited to the following:Provides confidential executive level support to the AVP External Relations including the preparation of confidential documents and letters.Confidentially reviews and handles the AVP External Relations general incoming email and demonstrates initiative in determining appropriate course of action. Reads internal and external correspondence, addresses issues as appropriate and consults with the AVP External Relations where necessary to compose responses.Independently handles inquiries and requests and directs issues to appropriate team member.Schedules and organizes all calendar events on behalf of the AVP External Relations including meetings, workshops, conferences etc. Prepares required meeting materials including agendas, travel and briefs on upcoming meeting details.Prepares, reviews and processes reimbursement claims for the AVP External Relations and coordinates monthly Unit expenses.Creates requisitions for all orders including NOSM University-branded items and employee name tag and business card orders, follows up on purchase orders and maintains unit's inventory; assists with purchases for students/other units, and RFPs.With the assistance of the Manager, Public Affairs and Government Relations, conducts and coordinates all aspects of high-profile tours for visiting dignitaries, delegates, government officials, community groups, NOSM University stakeholders, and prospective students.Collaborates consistently with the External Relations Portfolio leadership team to ensure the records management function of External Relations is highly organized and all files are current, organized, and accessible as required.Active participant in the Executive Assistants group.Organizes and coordinates meetings:– Provides administrative support for multiple committees as required, including supporting management team meetings in the portfolio– Includes preparing agendas, assembling, drafting, editing, and formatting background materials such as briefing notes, proposals and presentations, attending meetings, taking formal minutes and informal note,



and coordinating all follow-up actions.Coordinate and execute internal and external events (virtual, hybrid, and in-person), ensuring seamless planning, delivery, and post-event follow-up.– Manage end-to-end logistics including scheduling, venue booking, virtual platform setup, catering, travel arrangements, and on-site/event-day support.– Liaise with internal teams, external partners, and vendors to align requirements, confirm details, and ensure all event components are delivered on time and within scope and budget.– Anticipate and resolve logistical issues proactively, maintaining high attention to detail and ensuring a professional, polished experience for all attendees.Assists with the coordination of information and updates required for strategic plan reporting.Acts on behalf of the AVP External Relations for specific projects, as requested, and prepares complex documentation for specific project needs.Performs other duties as assigned.QualificationsEducationA University degree (business, commerce, administration) from a recognized university with Canadian accreditation or an equivalent combination of education and experience is required.Advanced courses in communications is an asset.Knowledge, Skills and AbilitiesMinimum of five (5) years of related experience working at a senior administrative level in an educational institution or clinical environment is requiredExceptional research and note-taking skillsExcellent computer skills with proficiency in all MS Office Suite productsDetailed experience in complex time management with comprehensive exposure to confidential material handling, archiving and disposal.Experience with budgetary processes, web-based technologyIncredibly thorough and detail oriented; outstanding verbal, writing, time-management and prioritization skills with outstanding focus on goals and the ability to manage multiple deadlines, while accommodating diverse inquiriesExperience in event planning, project administration, and contract/agreement preparation.Knowledge of records management principles and practices.Experience in advanced committee support, agenda preparation, and minute-taking skills.Experience in calendar management and scheduling skills in a complex executive environment.Ability to manage confidential and sensitive information with discretion.Robust relationship-building, communication, and interpersonal skills.Exceptional organizational skills and the ability to take initiative and be proactive.Knowledge and experience in conference and/or event planningDemonstrated attention to detailKnowledge of NOSM University Policies and Procedures,



governance and organizational structuresBest practice relating to record-keeping & file maintenanceExperience working with Indigenous and Francophone communitiesDemonstrated commitment to equity, decolonization and social justiceKnowledge of the Occupational Health & Safety Act and Regulations that apply to the work being performedAbility to maintain confidentialityAnalyze and solve problems typically associated with responsibilitiesAbility to delegate effectively, anticipate, show initiativeDemonstrated ability to produce high quality, accurate results while meeting tight deadlines in a dynamic, high volume executive level environmentAbility to work in a consultative and collaborative fashion with a variety of other units to further overall university strategic objectivesAbility to work with minimal direction and within established organizational practices, protocols and policiesLanguageMust be able to communicate effectively in English (verbally, written and comprehension)French/Indigenous language skills would be considered assetWorking ConditionsExtended periods of sittingInteraction with employees, management, and the public at largeWorking in a busy office and virtual environment with frequent interruptionsOvertime and travelInterested candidates are invited to apply online or submit a resume along with verification of academic accomplishments quoting the competition number # 2026-2164-JT no later than October 20, 2026 at 4:00 PM to:NOSM UniversityAttention: Human Resources935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6Email: [email protected] University offers accommodation for applicants with disabilities throughout its recruitment processes. If you require accommodation during the recruitment process, or require an accessible version this posting, please contact Human Resources via email at [email protected] .NOSM University invites applications from all qualified individuals. NOSM University is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity.NOSM University does not use AI in our hiring process.NOSM University needs to gather information about applicants' status as either Permanent Residents of Canada or Canadian citizens. Applications need not identify their country of origin or current citizenship; however, all applications must include one of the following statements:"I am a Canadian citizen or permanent resident of Canada.""I am not a Canadian citizen or permanent resident of Canada but I am legally eligible to work in Canada.""I am not a Canadian citizen or permanent resident of Canada or otherwise legally eligible to work in Canada."While all responses are appreciated and will be handled with the strictest confidence, only those being considered for interviews will be acknowledged.NOSM University is a non-profit organization.Charitable Registration: 86466 0352 RR0001

📌 Executive Assistant, External Relations (Greater Sudbury)
🏢 NOSM
📍 Greater Sudbury