Executive Assistant HR and EHS

Position Number: 50021764
Department: Office Of The Associate Vice-President, Human Resources
Grade: GR09
Campus: Sir George Williams (Downtown)

Salary: $69,761.00 - $80,896.00 per annum
Union/Association/HR Policy: ACUMAE

Posting deadline: July 30, 2025

Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.

Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.

As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

SCOPE
Reporting to the Associate Vice-President, Human Resources (AVPHR), with a dotted line reporting relationship to the Director, Environmental Health and Safety (EHS), the incumbent provides administrative and logistical support to both the AVPHR and the Director, EHS. They serve as a resource person for both offices and respond to requests related to both departments’ policies and procedures.


PRIMARY RESPONSIBILITIES
• Oversee the daily administrative operations of the EHS Director, AVPHR, and associated units by providing comprehensive administrative support.
• Prepare and monitor EHS budget; review financial data, manage accounts payable/receivable, and adhere to procurement policies and procedures.
• Assist with the preparation of budget reports for the Office of the AVPHR; submit interim budget reports to the Manager, HR Administration and Projects as needed, and provide a final report at the end of the fiscal year; process and verify invoices and expense claims for the department to ensure accuracy and compliance with financial procedures.
• Draft correspondence, including letters, emails, memos, reports, and PowerPoint presentations, while addressing both routine and non-routine requests.
• Manage the schedules of the EHS Director and AVPHR, organize internal and external appointments and meetings, prepare required documents, transcribe meeting notes, and compile reports.
• Assist the EHS Director and AVPHR in coordinating and monitoring projects, activities, and programs by tracking progress, briefing them on priority issues, and ensuring timely completion of all correspondence and action items.
• Assist in the development and implementation of department administrative procedures, including Records Management (digital and paper).
• Provide administrative support to institutional committees such as the University Health Safety Committee, Research Teaching Safety Sub-Committee, Office Safety Sub-Committee, Facilities Management Safety Sub-Committee, and University Radiation Safety Committee.
• Coordinate the Electoral College process, including communications, calls for nominations, and maintaining an organized filing system.
• Support the collection and preparation of data for reports such as the Board of Governors report, monthly activity report, annual departmental report, and other periodic publications, ensuring their timely distribution.
• Provide clerical and administrative support functions for the departments, including room bookings, standardized documentation, and preparing reports for internal and external stakeholders.
• Maintain effective relationships with the Office of the Vice-President, Services and Sustainability, and other senior administrative offices across the University.
• Act as a liaison with internal and external stakeholders on matters requiring sensitivity and confidentiality.
• Provide event support for HR-sponsored events such as the Long Service and Retirement Luncheon, in addition to managing promotional and social activities hosted by the Office of the AVPHR.
• Handle HR-related administrative processes, including recruitment and supervision of casual staff.
• Coordinate confidential and sensitive initiatives on behalf of the AVPHR.
• Perform other duties in support of the unit, as required by the EHS Director AVPHR.

QUALIFICATIONS
• Diploma of Collegial Studies (3 yr) in Administration with two to four years of related experience in a complex environment.
• Proven track record in customer service and interpersonal relations; organizational agility: completes tasks through formal and informal channels.
• Very good spoken and written English and spoken and written French (Level 4) in order provide information to staff members, as well as to the internal and external community, to assist with reports, and to provide general administrative support.
• Intermediate knowledge of Word (design, create, and format elaborate documents, mail merge); basic knowledge of Excel (create and modify spreadsheets), and PowerPoint (create presentations); working knowledge of website management software, Intermediate knowledge of Adobe Acrobat Reader; knowledge of or familiarity with SAP is an asset.
• Excellent organizational skills to effectively organize work and set work priorities under time constraints.
• General knowledge of accounting policies and procedures; strong foundation in financial management with the ability to review financial data, prepare and monitor budgets, manage accounts payable/receivable, and adhere to procurement policies and procedures.
• Excellent communication and organizational skills; discreet, conscientious, capable of taking initiative and ability to multitask; tactful and diplomatic.
• Ability to work independently and in a team environment.
• Demonstrated ability to interact effectively with individuals at all levels of the organization and with external clients.
• Ability to deal with matters confidentially, sensitively and discreetly.
• Tactful and diplomatic with a keen ability to foresee issues/problems before they arise and recognize and alert appropriate key individuals accordingly.

Due to the volume of applications, only selected candidates will be contacted by our Talent Team.


Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.


IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Territorial Acknowledgement
Concordia University is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.

Employment Equity
Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications. As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.

Accessibility
Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence, hr-employment@concordia.ca

Immigration Status
All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada’s reporting requirements, the University is obliged to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens Read more