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. 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.

Provides confidential executive level support to the AVP External Relations including the preparation of confidential documents and letters. 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. 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. – Acts on behalf of the AVP External Relations for specific projects, as requested, and prepares complex documentation for specific project needs.

A 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. Minimum of five (5) years of related experience working at a senior administrative level in an educational institution or clinical environment is required Exceptional research and note-taking skills Excellent computer skills with proficiency in all MS Office Suite products Detailed experience in complex time management with comprehensive exposure to confidential material handling, archiving and disposal.

Experience with budgetary processes, web-based technology outstanding verbal, writing, time-management and prioritization skills with outstanding focus on goals and the ability to manage multiple deadlines, while accommodating diverse inquiries Experience in event planning, project administration, and contract/agreement preparation. Knowledge of records management principles and practices. Strong relationship-building, communication, and interpersonal skills.





Knowledge and experience in conference and/or event planning Knowledge of NOSM University Policies and Procedures, governance and organizational structures Experience working with Indigenous and Francophone communities Demonstrated commitment to equity, decolonization and social justice Demonstrated ability to produce high quality, accurate results while meeting tight deadlines in a dynamic, high volume executive level workplace Ability to work in a consultative and collaborative fashion with a variety of other units to further overall university strategic objectives Ability to work with minimal direction and within established organizational practices, protocols and policies Language Must be able to communicate effectively in English (verbally, written and comprehension) French/Indigenous language skills would be considered asset Interaction with employees, management, and the public at large Working in a busy office and virtual environment with frequent interruptions Overtime and travel Interested 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 University offers accommodation for applicants with disabilities throughout its recruitment processes. 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 needs to gather information about applicants' status as either Permanent Residents of Canada or Canadian citizens.

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."

📌 Assistant Gestion de Planning H/F (Greater Sudbury)
🏢 NOSM
📍 Greater Sudbury