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

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.
- 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 professional 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 workplace

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.
- Robust 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.

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