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Executive Assistant to the Associate Vice President, Innovation and Research

Durham College Oshawa

Job Description

Executive Assistant to the Associate Vice President, Innovation and Research
 COMPETITION NO. AD26-02
Band 9: $77,550 - $96,939

About
Durham College:
Durham College (DC) is a leading post-secondary institution that
supports students to develop career-ready skills for the ever-changing job
market. With a focus on experiential learning, led by expert faculty, through
field placements, applied research, co-ops and other hands-on opportunities, DC
grads are known for having the skills and knowledge they need to adapt to the
ever-changing workforce.

A leader in innovative teaching and learning, Durham College offers a
wide range of market-driven programs across multiple disciplines, including
culinary management, farming and horticulture, business, IT, construction and
trades, science and technology, health care, engineering, social and community
services, media, art and design.

Our modern campuses in Oshawa and Whitby offer
145 programs – including six bachelor's degrees and 11
apprenticeship programs – to
more than 11,000 full-time post-secondary and nearly
3,000 apprenticeship students. In addition, we have more than 16,000 student
registrations in professional and part-time learning. More than 120,000 alumni
represent the college, both locally and around the world. 

DC has
an estimated annual economic impact of more than $913 million on Durham Region
and is proud to be an active and engaged member of the communities we serve by
contributing resources and expertise to enhance social and economic well-being
through partnerships, investments and collaboration.

 Duties and Responsibilities:
The
Executive Assistant supports the Associate Vice President, Innovation and
Research (AVP) in their role and execution of their goals and objectives.  Under direction from the AVP, the Executive
Assistant provides sensitive and confidential administrative and secretarial
support to the AVP, requiring thorough knowledge of two departments: the Office
of Research Services, Innovation and Entrepreneurship and Corporate Training
Services.  The incumbent possesses
extensive knowledge of procedures and operational details; maintains a network
of contacts on campus to assist in obtaining information or seeking services;
composes and prepares correspondence using a high level of judgment and
discretion in content and style; performs complex and highly responsible office
support work requiring independence, initiative, and discretion; interprets
policies and administrative procedures; performs a variety of coordination and
research functions; and performs related duties as assigned. The incumbent has
strong attention to detail; exceptional organizational and interpersonal
skills; the ability to be flexible and balance competing priorities; and the
ability to handle confidential and sensitive issues exercising good judgement
in decision making. 

Administrative support to the AVP, Innovation and
Research:

  •  Provide confidential administrative support to the AVP in performing duties of an advanced, complex, and sensitive nature.
  • Draft and prepare memoranda, correspondence, reports, presentation materials, forms, and other documents ranging from routine to complex; proofread and check materials for accuracy, completeness, and compliance with College standards, policies, and procedures.
  • Process forms to ensure compliance with College policies e.g. Salary Allocation and Position Approval forms, Contract Authorization and Risk Assessment forms, Professional Development request forms, business and travel expense forms, competition summary forms, and the like.
  • Establish and maintain a database of administrative employee performance appraisals; compile individual administrative staff performance objectives for ease of tracking and monitoring.
  • Prepare and track confidential employee documents, including performance appraisals, merit increase reviews, leave requests, and disciplinary actions.
  • Prepare final draft of reports or correspondence ensuring consistent format, correct grammar, structure of ideas and clarity of writing.
  • Assist with the recruitment process for positions reporting to the AVP.

    • Scheduling and calendar management:

  • Coordinate the AVP calendar and appointments, rescheduling meetings as necessary to make room for urgent needs.
  • Liaise with team members to review request for meetings with external partners, both on- and off-campus.
  • Gather necessary supporting documents for meetings and events.
  • Book travel arrangements in accordance with College policies.
  • Manage requests from internal and external stakeholders for tours of the Centre for Innovation and Research.
  • Reserve CIR meeting rooms and send meeting invitations.
  • Manage college-wide reservations for the CIR event space, including the development and enforcement of criteria for reservations.

    • Meeting/committee support:

  • Prepare agendas and record meeting notes for a variety teams and working groups.
  • Prepares review, proofread, and edit agenda items for technical advisory committee meetings; maintain files for agenda materials; provide information to AVP on pending committee matters; act as liaison on behalf of AVP with committee members as assigned.
  • Collaborate with Executive Assistants reporting to AVPs of Research in other Colleges to book joint meetings and events,
  • Coordinate external meeting guests and related audiovisual requirements, including creation and distribution of agendas, parking instructions, and campus map.
  • Maintain committee and meeting documents and update information on the appropriate Teams sites and S drive.

    • Office administration:

  • Serve as primary liaison with Facilities dept for maintenance and capital improvements.
  • Receive and screen visitors, providing information, and handling issues that may require sensitivity and the use of sound independent judgment
  • Conduct research, respond to requests for information and complaints; refer the request or complaint to appropriate staff and/or take or recommend action to resolve the issue.
  • Review, determine the priority, and route incoming correspondence and reports.
  • Respond to enquiries received via email and phone.
  • Manage electronic files in accordance with Records Information Management standards.
  • Ensure the ORSIE and CTS employee information is accurate on all directories and relevant web pages.

    • Miscellaneous
    duties:

  • Conduct special studies and recommend organizational, procedural, or other changes to achieve greater productivity.
  • Provide direction and training to new employees on College and departmental practices, policies, and procedures.
  • Undertake special assignments and confidential projects.
  • Meet with directors and managers to coordinate activities related to projects underway, or to provide recommended course of action.
  • Recommend departmental procedures in assigned areas of responsibility; confer with management to develop effective and efficient methods for accomplishing objectives.
  • Collaborate with fellow EAs on process improvement, workflow, manuals and back-up one another as needed.
  • May serve on interview panels for new administrative and support staff, providing recommendations on selection.
  • May serve on College committees for special projects.
  • Perform related duties as assigned.

    • Qualifications:

  • A minimum of a 3-year diploma/degree in Business Administration or Office Administration
  • 5 years previous experience supporting a senior executive, showcasing exceptional interpersonal and communication skills, results oriented thinking, ability to manage heavy workload, ability to multi-task, professional and respectful demeanor, decision making skills, attention to detail, proven ability to effectively prioritize work flow, strong MS Office skills, knowledge of corporate policies and procedures.
  • High proficiency in Microsoft Word, Excel, PowerPoint and Outlook
  • High degree of human relations, written and oral communication and problem-solving.
  • Effective time management skills.
  • Demonstrated use of discretion and understanding of confidentiality and trust.
  • Must have clear and professional communication skills both written and verbal
  • Demonstrated commitment to equity, diversity and inclusion in all matters related to students, staffing and programming.

    • Please apply below
    by submitting your cover letter and resume to the online portal. Job Competition closes at 7:00 p.m. EST on January 14, 2026. Competition number AD26-02.

     Contact Us  T:
    C Wing, Second Floor Simcoe St. N. Oshawa, ON

     Durham College invites applications from all qualified individuals. Durham is committed to fostering workplace diversity, and, provides accommodations to applicants with disabilities throughout our hiring process. If you require this information in alternate format; require communication supports; an accommodation in applying for a posting and/or if you are selected for an interview, please contact our Human Resources (HR) department and an HR assistant will work with you to meet your needs.

     We thank you for your interest in employment with Durham College however, only those candidates selected for an interview will be contacted.

     Land Acknowledgement
    Durham College is situated on the traditional lands of the First Peoples of the Mississaugas of Scugog Island First Nation. These lands are covered under the Williams Treaties and rest within the traditional territory of the Anishinaabeg. We offer our gratitude to the Indigenous Peoples who care for and, through the treaty process, share the lands on which we live, learn, teach and prosper today.

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