Applications close on October 20th, 2026 at 4:00 p.m.

Reporting to the AVP, External Relations, the Executive Assistant works in a complex, quick-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.

Responsibilities

Tasks 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.

Qualifications

Education

- 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.

Knowledge, Skills and Abilities

- 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 technolog

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