Job ID

79517

Job Title

Executive Administrative Lead - Faculty of Health Sciences, Dean and AVP

Regular/Temporary

Regular

Location

HSC- Central Campus

Open Date

2026/11/05

Job Type

Continuing

Close Date

2026/11/11

Employee Group

TMG

Favorite Job

Department

Office of the CAO

Full/Part Time

Full-Time

Salary Grade/Band

Under Review

Salary Range

$0.00 - $0.00 (annual)

Job Code

105025

Existing Vacancy

Yes - Newly Created Position

Target Number of Openings

1

Hours per Week

35

Posting Details

Schedule

Monday to Friday; 830-430 - Hybrid

Education Level

University degree or combination of equivalent education and relevant experience

Career Level

5 years of experience at the executive support level

Project coordination an asset

McMaster University’s Faculty of Health Sciences (FHS) Dean and Vice-President’s (VP) office works closely and collaboratively with other departments, Faculties, and universities as well as external companies and institutions to remain on the leading edge of global health and to maintain and project a professional commitment and responsibility to excellence, integrity and respect within health sciences. The FHS Dean and VP’s office works to support initiatives that will enhance the status of McMaster University, the Faculty, its three schools and 12 departments within the community, nationally and globally.

FHS is also supported by and works closely with the Dean/Vice-Deans Council, Associate Deans and an Operations Group of Senior Administrators as well as 12 Departments within the Michael G. DeGroote School of Medicine and two satellite medical school campuses (Waterloo and Niagara).

Job Summary

Reporting jointly to the Dean and VP for FHS and the AVP/CAO for FHS, the Executive Administrative Lead role provides high-level administrative, operational, and project support to the senior leadership of the Faculty. The position serves as a key point of coordination for the Dean and AVP, managing complex and confidential administrative requirements and ensuring effective coordination of priorities, meetings, events, communications, and office operations.

The role requires a high degree of independence, discretion, organization, and judgment in managing competing priorities and sensitive information. The Executive Administrator anticipates the needs of senior leaders, coordinates activities across multiple partners, and ensures that commitments and projects are appropriately planned, tracked, and advanced.

The position provides work direction and supervisory oversight to administrative staff and/or other employees, including assigning and coordinating work, establishing priorities, monitoring progress, and supporting the effective delivery of office operations.

Accountabilities

Executive Administration and Calendar Management

- Provides comprehensive administrative support to the Dean and VP, exercising judgment and discretion in managing competing priorities and sensitive matters.
- Manages complex and high-level calendars, coordinating meetings, appointments, events, travel, and other commitments while anticipating scheduling conflicts and operational requirements.
- Determines appropriate meeting priorities and coordinates schedules with senior leaders, internal partners, external partners, and other senior administrative offices.
- Prepares leaders for meetings by coordinating agendas, background materials, briefing information, presentations, and required follow-up.
- Coordinates confidential and sensitive meetings, ensuring appropriate participants, documentation, meeting arrangements, and follow-up actions.
- Tracks commitments and action items arising from meetings and initiatives and follows up with responsible parties to support timely completion.

Project and Initiative Coordination

- Coordinates and/or leads administrative projects and initiatives for the Office/Faculty
- Develops project plans, timelines, deliverables, and tracking mechanisms to support the successful implementation of initiatives.
- Coordinates activities across multiple partners, monitors progress, identifies issues or risks, and escalates matters requiring leadership attention.
- Supports the implementation of approved strategies, initiatives, and operational improvements by coordinating activities, resources, communications, and follow-up.
- Conducts research and gathers information to support senior leadership decision-making and project development.
- Prepares status updates, reports, briefing materials, and other documentation to communicate project progress and outcomes.

Supervision and Work Direction

- Provides day-to-day supervision and/or work direction to administrative staff and other assigned employees.
- Assigns work, establishes priorities, coordinates workloads, and monitors completion to ensure operational requirements are met.
- Provides guidance and clarification to staff regarding procedures, priorities, deadlines, and service expectations.
- Supports onboarding, training, and development of administrative staff and contributes to performance feedback and related supervisory processes.
- Coordinates coverage and workload distribution to maintain continuity of service within the office.
- Identifies operational issues and works with staff and leadership to develop practical solutions.





Events and Partner Coordination

- Coordinates Faculty/Office events, leadership meetings, receptions, ceremonies, visits, and other high-profile activities.
- Develops event timelines, coordinates logistics, liaises with internal and external stakeholders, and ensures appropriate materials and resources are available.
- Serves as a professional and welcoming first point of contact for visitors to the Faculty/Office, including senior University leaders, faculty members, staff, students, external partners, and other guests.
- Coordinates visits and engagements involving the Dean, AVP, and other senior leaders, ensuring an appropriate and professional experience for visitors.
- Represents the Faculty/Office in a qualified manner and builds effective working relationships across the University and with external stakeholders.
- Supports the Manager, Faculty Events & Engagement on faculty events involving university leaders, Vice-Deans, Department Chairs, hospital partners, faculty, students, researchers, donors

Communications and Information Management

- Serves as a liaison between senior leaders, offices of the President and VPs, managers, directors, donors, alumni, government officials, patients and visitors as required.
- Works in collaboration with the AVP to monitor and evaluate progress in achieving the Dean and VP’s directives
- Drafts, edits, and coordinates correspondence, announcements, briefing materials, presentations, reports, and other communications on behalf of the Deans Office.
- Supports the development and distribution of communications related to Faculty/Office priorities, initiatives, events, and activities.
- Coordinates website updates and works with appropriate partners to ensure information is accurate, current, accessible, and appropriately presented.
- Maintains and organizes confidential records, files, and information in accordance with University policies and established practices.
- Exercises discretion in handling confidential, sensitive, and privileged information.

Office and Operational Management

- Coordinates the day-to-day administrative operations of the Deans office, ensuring effective processes, service standards, and administrative practices.
- Identifies opportunities to improve administrative processes, workflows, and service delivery and supports the implementation of approved improvements.
- Coordinates office supplies, equipment, facilities requirements, access, and other operational needs.
- Liaises with central University departments and other partners to resolve administrative and operational matters.
- Develops and maintains administrative procedures, resources, templates, tracking tools, and reference materials to support consistent office operations.
- Supports financial and purchasing processes, where applicable, including monitoring expenditures, processing documentation, and coordinating approvals.
- Supports the expense process, approving and monitoring expenses and entering expenses

General

- Provides advice and administrative guidance within established policies, procedures, and practices.
- Exercises judgment in determining when matters can be resolved independently and when they require escalation to the appropriate leadership.
- Maintains a strong understanding of Faculty and office priorities, University processes, and relevant administrative policies to effectively anticipate and respond to leadership needs. Performs other related duties and special projects as assigned.

Qualifications .

Education

- University degree or equivalent combination of education and relevant experience.
- Project Management Certificate an asset

Experience: 5 years of progressively responsible administrative, executive support, project coordination, or operational experience, preferably within a complex academic, healthcare, research, or institutional environment

Knowledge/Skills

- Demonstrated experience providing high-level administrative support to senior leaders and managing complex calendars and competing priorities.
- Experience coordinating projects involving multiple stakeholders, timelines, and deliverables.
- Experience providing supervision, work direction, or functional leadership to administrative staff.
- Experience coordinating events, meetings, communications, and/or office operations.
- Experience handling confidential and sensitive information with a high degree of discretion.
- Demonstrated ability to manage complex calendars and competing priorities with a high degree of independence and sound judgment.
- Strong project management, organizational, and coordination skills.
- Excellent written and verbal communication skills, with the ability to prepare polished correspondence, reports, presentations, and briefing materials.
- Demonstrated ability to establish priorities, coordinate the work of others, and ensure deadlines and commitments are met.




- Strong interpersonal skills and the ability to build effective relationships with senior leaders, faculty, staff, students, and external stakeholders.
- Demonstrated discretion and judgment when working with confidential or sensitive matters.
- Strong problem-solving skills and the ability to anticipate issues and develop practical solutions.
- Proficiency with Microsoft Office and other relevant administrative, communication, calendar, and web-based systems.
- Ability to work independently while exercising appropriate judgment regarding escalation and consultation.
- Demonstrated ability to work effectively in a fast-paced, dynamic environment with changing priorities.
- Anticipates leadership needs and independently manages complex administrative requirements.
- Effectively manages competing priorities, deadlines, and commitments.
- Coordinates initiatives from planning through implementation and follow-up.
- Provides effective supervision, guidance, and work direction to others.
- Prepares and communicates information clearly, professionally, and appropriately for the audience.
- Develops productive relationships with internal and external stakeholders.
- Demonstrates sound judgment when handling sensitive information and matters.
- Provides a professional, responsive, and high-quality experience to leaders, visitors, and stakeholders.
- Identifies issues, evaluates options, and implements practical solutions within established authority. Responds effectively to changing priorities and the evolving needs of senior leadership and the Faculty/Office.

The compensation for this position is currently under review through the University's formal job evaluation process. The anticipated salary range is $75,000 to $90,000 annually. The final salary range will be confirmed upon completion of the evaluation process. 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 strong 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.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews.

If you have any questions as you move through the hiring process, please reach out to [email protected] or the HR contact associated with your position of interest.

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.

📌 Executive Administrative Lead - Faculty of Health Sciences, Dean and AVP (Canada)
🏢 McMaster University
📍 Canada