November 2, 2026

EXECUTIVE ASSISTANT TO VICE-PRESIDENT (RESEARCH AND INNOVATION) (BAND LEVEL 7)

Office of the Vice-President (Research and Innovation)

(Contractual Position to January 10, 2028)

The University will consider applications from qualified permanent staff who may be interested in a secondment, subject to departmental approval

DUTIES

The Executive Assistant to the Vice-President (Research and Innovation) provides comprehensive executive-level administrative and operational support to the Vice-President (Research and Innovation) [VPRI]. Working in a highly confidential and fast-paced environment, the Executive Assistant plays a central role in the effective functioning of the Office of VPRI and in advancing the VPRl’s priorities through strategic coordination of executive scheduling, commitments, communications, and partner relations. The role requires exceptional judgment, discretion, initiative, and the ability to manage competing priorities while maintaining the highest standards of professionalism and confidentiality.

Responsibilities

The Executive Assistant acts as a primary liaison between the VPRI and a broad range of internal and external partners, including senior administrators, faculty, staff, students, governing bodies, and external partners. The incumbent exercises sound judgment in assessing and prioritizing requests, facilitating timely responses, resolving administrative and operational matters, and coordinating responses to complex matters. This position helps ensure the efficient coordination of the VPRl’s commitments and enables the VPRI to focus on strategic leadership and the advancement of Memorial University's research and innovation priorities.

Key responsibilities
include:





- Managing the VPRl’s complex schedule, coordinating meetings, appointments, events, and commitments, and maintaining an overview of short-term and long-term commitments while anticipating emerging priorities and scheduling requirements;
- Preparing agendas, briefing materials, background information, and supporting documents for meetings and events attended by the VPRI;
- Tracking, monitoring, and following up on requests and action items, and coordinating follow-up to ensure timely responses and completion;
- Coordinating travel arrangements, including national and international itineraries, accommodations, transportation, and related logistics;
- Managing and prioritizing correspondence received by the VPRI, exercising independent judgment in responding, redirecting, preparing recommendations, and identifying matters requiring immediate attention;
- Serving as a primary liaison with internal units and external partners, including the senior executive offices of the University, the Board of Regents, government officials, donors, alumni, funding agencies, industry partners, community groups, and others;
- Providing administrative and logistical support to committees chaired by the VPRI, including annual meeting planning, scheduling, agenda coordination, preparing and distributing meeting materials, and monitoring follow-up;




- Coordinating logistical preparations for events, including visits involving external partners, such as representatives from Canadian and international universities, industry, and government, by developing itineraries, preparing and coordinating briefing materials and documentation, and arranging venues, catering, and other related requirements.

Qualifications

Extensive experience (5-8 years) with progressively increasing administrative or secretarial work and responsibilities; graduation from a three-year Executive Administrative program is required; or an equivalent combination of experience and training may be considered. The ideal candidate will have considerable experience (3-5 years) performing work of a self-directed nature requiring judgment and analysis, along with a strong orientation toward service and quality. Knowledge of University governance, academic and administrative structures and systems, and related policies and procedures, combined with strong organizational and time management skills, is essential. The successful applicant will demonstrate project coordination skills; sound judgment, discretion, and the ability to manage highly confidential information; the ability to work independently as well as in a team setting, anticipate needs, and exercise initiative in a complex environment; robust interpersonal and relationship-building skills; meticulous attention to detail and the ability to manage competing priorities and deadlines; and advanced proficiency with technologies, such as Microsoft Office applications and Adobe. In the absence of experience with these technologies, experience with similar technologies and proficiency in learn

📌 EXECUTIVE ASSISTANT TO VICE-PRESIDENT (Canada)
🏢 Memorial University, Newfoundland and Labrador
📍 Canada