Executive Assistant
St. Thomas University - 2 Jobs
Fredericton, NB
Job Details:
Benefits:
Reporting to the Provost and Vice-President (Academic and Research), the Executive Assistant provides high-level administrative and clerical support to ensure the efficient operation of the Office. This position supports the informational, organizational, and communication needs of the Office through effective prioritization, organization, and workflow management. The Executive Assistant functions independently most of the time and interacts regularly with faculty, staff, students, and external stakeholders, and must consistently demonstrate professionalism, discretion, and sound judgment.
Term: Permanent
Hours of work: Full-Time (35 hrs/week); Mon.-Fri; 8:30 a.m. - 4:30 p.m.
Classification/Level: Exempt C1, $58,287-$80,349
Closing Date: November 28, 2025
- Manage the day-to-day operations of the Office of the Provost and Vice-President (Academic and Research), including scheduling, correspondence, and general administrative coordination.
- Handle confidential and sensitive information with discretion and ensure that all matters are managed in accordance with university policy and collective agreements.
- Coordinate and prioritize the Provost's schedule, meetings, travel, and conference arrangements; manage telephone, email, and in-person inquiries on behalf of the Office.
- Draft, proofread, and edit correspondence, reports, and other official documents; gather and compile data and information for institutional and committee reports.
- Maintain accurate filing systems, databases, and academic records in accordance with collective agreement provisions and university policy.
- Serve as the initial point of contact for internal and external inquiries, including senior administrators, government officials, faculty, staff, and students; provide information, interpretation, or referral as appropriate.
- Apply a working knowledge of full- and part-time faculty collective agreements, university policies, and organizational structures in support of administrative decisions and communications.
- Perform other related duties as required.
- Graduation from a recognized community college combined with a minimum of five years of experience in a professional, automated office environment, or an equivalent combination of education and experience.
- Demonstrated ability to work independently, manage competing priorities, and exercise sound judgment.
- Proven ability to recognize and maintain confidentiality and handle sensitive information with discretion.
- Strong organizational, communication, and interpersonal skills, with the ability to work effectively with a wide range of individuals.
- Comprehensive knowledge of collective agreements, university policies, and organizational structure in a university or similar institution.
- Proficiency with Microsoft Office and other relevant software applications.
Working Conditions
- Regularly required to work under pressure and meet multiple deadlines in a fast-paced environment.
- Must be aware of and manage simultaneous activities and conflicting priorities.
- May be required to work outside normal business hours to complete time-sensitive tasks.
- Conflicting demands may cause stress.
The closing date for receipt of applications is November 28, 2025. All applications are to be received by 4:30 p.m. on the closing date. Candidates are responsible for clearly demonstrating in their cover letters how they meet the requirements of the position. Please forward your cover letter and resume, by clicking the Apply Now button.
An equal opportunity employer, St. Thomas University is committed to employment equity for women, Aboriginal peoples, members of visible minority groups, and persons with disabilities. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. Candidates must have proof they are legally entitled to work in Canada.
St. Thomas University is situated on the traditional territory of the Wolastoqiyik, Wəlastəkewiyik / Maliseet whose ancestors along with the Mi'Kmaq / Mi'kmaw and Passamaquoddy / Peskotomuhkati Tribes / Nations signed Peace and Friendship Treaties with the British Crown in the 1700s.
© 2025 St. Thomas University. Fredericton, New Brunswick, Canada.
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