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

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)

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.

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.
• Maintaining and updating communications distribution lists, ensuring that information disseminated by the Office of VPRI is accurate and current;
• Providing administrative support for speaking engagements, briefing notes, communications, office updates, and media-related requests;
• Conducting analysis, complex file searches, and information gathering to support decision-making and strategic initiatives;
• Assisting with financial records and a variety of purchasing and accounting processes, such as journal vouchers, direct pay, and purchase orders;
• Acting under delegated authority to facilitate requests for space and card access, shared drive access, and access to shared email accounts; and
• Performing other related duties as required.

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; strong 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 learning new skills or technologies will need to be demonstrated. Experience with Banner Finance and the Human Resources Management System (OnBase) would be considered an asset.

SALARY $61,099 - $71,679 per annum (Non- Bargaining)

CLOSING DATE November 20, 2026 by 5:00 p.m. NST

COMPETITION NO. MUN03687

Please note that we will ONLY accept applications for this position through our website https://www.mun.ca/hr/careers/

All qualified candidates are encouraged to apply; however, preference will be given to applicants who are legally entitled to work in Canada. Memorial University is committed to employment equity and diversity and encourages applications from all qualified candidates, including women; 2SLGBTQIA+ people; persons whose gender identity or gender expression is nonbinary or otherwise not cisgender; Indigenous peoples; racialized people; Black persons; and persons with disabilities. Memorial is committed to providing an inclusive learning and work environment.

If there is anything we can do to ensure your full participation during the application process, please contact [email protected] directly and we will work with you to make appropriate arrangements.

The personal information requested in your application is collected under the authority of the Memorial University Act (RSNL 1990 c M-7) for the purpose of identifying and recruiting candidates; assessing applicant qualifications; and maintaining records pertaining to the administration of employment with Memorial University of Newfoundland.

If you are a successful candidate, this information will form part of your permanent employment record and will be used for other activities related to the employment process. This information may be disclosed to government departments and agencies as legally required; and to third party service providers, as necessary to administer programs and activities.

If you have any questions about the collection, use and disclosure of the information on this form, please contact MyHR, Department of Human Resources, at [email protected].

Please be advised that we are unable to provide updates on current competitions.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.