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

35

Schedule Monday to Friday; 830-430 - Hybrid

Education Level University degree or combination of equivalent education and relevant experience

5 years of experience at the executive support level

Project coordination an asset

Job Description

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 qualified 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.
- Provides day-to-day supervision and/or work direction to administrative staff and oth

📌 Executive Administrative Lead (Canada)
🏢 McMaster University
📍 Canada