Administrative Assistant & Office Coordinator

About the role

This position provides senior administrative and secretarial support to three Associate Deans within the Faculty of Science, handling calendar management, meetings, travel arrangements and award program administration. It also serves as the primary point of contact for the Dean’s Office, overseeing office operations and health‑and‑safety responsibilities.

Key responsibilities

• Provide senior administrative and secretarial support to three Associate Deans, including calendar management, meeting coordination, travel and accommodation arrangements.
• Administer award programs and nomination processes such as the Governor General Gold Medal, Killam Research Prizes, and Postdoctoral Fellows Travel Awards.
• Coordinate events and workshops, handling logistics, catering, room bookings and speaker honoraria.
• Manage the Dean’s Office front desk, office equipment, supplies, mail, and act as the health and safety representative.

Required profile

• High school graduation plus a two‑year post‑secondary diploma and at least four years of related administrative experience, or an equivalent combination of education and experience.
• Demonstrated commitment to equity, diversity and inclusion and ability to work with a diverse range of stakeholders.
• Strong organizational abilities, attention to detail and sound judgment in handling confidential information.

Required skills

• Intermediate proficiency in Microsoft Word.
• Intermediate proficiency in Microsoft Excel.
• Intermediate proficiency in Microsoft PowerPoint.