Executive Assistant to Deputy Provost; Marine Institute) and Executive Director; Professional

Position: Executive Assistant to the Deputy Provost (Marine Institute) and Executive Director (Professional an
Location: St. John's

September 2, 2026

EXECUTIVE ASSISTANT TO THE DEPUTY PROVOST (Marine Institute) AND EXECUTIVE DIRECTOR (PROFESSIONAL AND CONTINUING EDUCATION)
Office of the Deputy Provost (Marine Institute) and Executive Director (Professional and Continuing Education)
(Permanent)

DUTIES
The Executive Assistant will perform comprehensive executive level administrative and secretarial duties requiring a significant degree of initiative, judgement, and decision-making in the Office of the Deputy Provost (Marine Institute) and Executive Director (Professional and Continuing Education). This position works in a fast-paced environment with shifting priorities and frequently manages multiple conflicting priorities. Under the general direction of Deputy Provost (Marine Institute) and Executive Director (Professional and Continuing Education) this position is the first point of contact for the Office with respect to the Deputy Provost’s calendar.

The Executive Assistant is responsible for managing the Deputy Provost (Marine Institute)’s schedule on a day-to-day basis anticipating and recommending ongoing and future scheduling requirements, and also for keeping in view short-term and long-term commitments; appropriately responding to inquiries and ensuring appropriate logistical preparations such as confirming all necessary partners or collaborators are informed and ensuring provision of documentation; and coordinating travel arrangements.

The Executive Assistant is also responsible for coordinating, consulting and building relationships with multiple partners internal and external to the University including the senior executive offices of the University, the Board of Regents, as well as government officials, donors and alumni, and others while ensuring discretion and confidentiality. Managing the agendas for all standing meetings (for example meetings include Marine Institute’s Executive Committee, MI Leadership Council, and Industry Advisory Committee) on behalf of the Deputy Provost including receiving and drafting agenda items;

compiling background information and sending notification and meeting material; preparing follow-up correspondence or documents; attending to presentation equipment requirements and ensuring follow-up on action items including submission of briefing notes to President’s Executive Council, and communication of decisions. The Executive Assistant will also support budget and finance activities, including preparation of direct pays and purchase orders, preparing travel claims, and monthly reconciliations.

The incumbent will also provide administrative support to the Manager, Office of the Deputy Provost (Marine Institute) and Executive Director (Professional and Continuing Education). Many files are of a sensitive and confidential nature, and the successful candidate is expected to exercise discretion. The Deputy Provost’s Office operates in a team environment. This position is proactive and works collaboratively with members of the President’s and Provost/Vice-Presidents’ offices on a regular basis.

Qualifications
Extensive experience (5-8 years) in progressively responsible administrative or secretarial work; completion of a three-year executive administration program; or any equivalent combination of experience and training is required. Completion of an undergraduate degree is an asset. The ideal candidate should be attentive to details and have knowledge of the University governance and structure, policies, and procedures; excellent organizational, interpersonal, and effective communication (oral and written) skills as well as strong skills in information management;

ability to be pro-active, take initiative and work independently; experience working in a confidential environment; and…