Executive Administrative Assistant

Job summary

The Executive Administrative Assistant provides high-level operational and administrative support to senior executives, including calendar management and meeting coordination. They also manage executive communications, prepare reports and presentations, and provide project coordination for strategic initiatives.

Job details

Join one of Canada's fastest-growing universities as our Executive Administrative Assistant, where you will play a key role in supporting executive leadership and driving the effective execution of the university's strategic goals. About the Role As the Executive Administrative Assistant, you will support the Executive Administrative Manager in delivering high-level administrative and operational support to senior executives, including, but not limited to the Chief Executive Officer of Vega Academic Services, the President & Vice-Chancellor of IBU and Vice-President of Strategy and Growth. Success in this role requires exceptional organizational, communication, and time management skills, as well as the ability to manage competing priorities, coordinate complex activities, and handle confidential information with professionalism, discretion, and sound judgment. Title: Executive Administrative Assistant Type: Full-Time, Permanent Department: Executive Administration Reporting to: Executive Administrative Manager Location: Toronto, Ontario (Hybrid) Existing Vacancy: Yes Compensation Range: $60,000 - $70,000 annually Why Join IBU Located in downtown Toronto, IBU is one of Canada's fastest-growing universities, offering a dynamic academic and professional environment driven by innovation, research, and academic excellence. By joining IBU, you will have the opportunity to work closely with senior leaders, support high-impact initiatives, and contribute directly to the success and growth of a dynamic and evolving institution. What You'll Do Support the Executive Administrative Manager in providing high-level administrative support to senior executives, including calendar management, meeting coordination, and travel arrangements. Coordinate executive priorities, communications, and strategic initiatives, ensuring timely follow-up and alignment across leadership teams. Prepare, edit, and organize executive documents, presentations, reports, and meeting materials. Manage executive correspondence and communications, ensuring inquiries are handled professionally, accurately, and in a timely manner. Plan and coordinate executive meetings, events, conferences, and leadership activities, overseeing logistics and ensuring seamless execution. Provide project coordination support for strategic initiatives by tracking timelines, monitoring action items, and following up on deliverables. Maintain confidential records, support stakeholders and visitors, and uphold the highest standards of professionalism, discretion, and customer service. This is a hybrid role based in Toronto, requiring in-person attendance as needed, including weekdays, evenings, and occasional Saturdays. What You Bring/Who You Are Bachelor's degree or equivalent experience in Business Administration, Communications, or related field. 5+ years of experience supporting C-suite and other senior executive-level management. Proven ability to manage multiple priorities and work effectively in fast-paced, high-pressure and high-stress environments. Exceptional interpersonal and communication skills, with the ability to interact professionally with executives, employees, and external partners. Exceptional organizational and time-management skills, with an eye for detail and accuracy. Discretion and integrity when handling confidential information at all times. Superior ability to remain calm and composed under stress and manage competing demands effectively. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with advanced skills in PowerPoint and Excel. Strong problem-solving skills and the ability to think critically in high-pressure situations. Experience in project management and handling complex schedules and logistics. Proven ability to work independently and collaboratively in a fast-paced environment. Highly self-motivated, proactive, and adaptable to changing priorities. Additional Information To support the overall well-being and success of our employees, IBU offers a comprehensive Total Rewards package, which may include the following, based on role eligibility: 100% employer-paid extended Health & Dental benefits 24/7 access to an Employee and Family Assistance Program (EFAP) and virtual healthcare services Life, Accidental Death & Dismemberment (AD&D), and Long-Term Disability insurance Competitive paid time off, starting at three weeks Tuition Benefit Program Access to preferred corporate membership rates with GoodLife Fitness Engaging employee appreciation and community-building events IBU is an Equal Opportunity Employer IBU is committed to fostering a diverse, inclusive, and equitable workplace where everyone feels welcome, valued, and respected. We are dedicated to the principles of equal opportunity and encourage applications regardless of race, religion, colour, national origin, gender, sexual orientation, age, marital status, or disability status. Please contact careers@ibu.ca if you require accommodation during the recruitment process. Application Process All applications are reviewed by our HR team. We may use AI tools to support certain stages of the hiring process and do not replace human judgment. IBU is committed to the responsible and fair use of AI in compliance with applicable laws. While we appreciate all applications, we regret that we can only contact those candidates selected for an interview. We thank all applicants for their submissions.

What you’ll do

The Executive Administrative Assistant provides high-level operational and administrative support to senior executives, including calendar management and meeting coordination. They also manage executive communications, prepare reports and presentations, and provide project coordination for strategic initiatives.

Requirements

Candidates must possess a bachelor's degree or equivalent experience and at least 5 years of experience supporting C-suite or senior executive management. Proficiency in Microsoft Office Suite and the ability to manage competing priorities in a fast-paced environment are essential.

Benefits

• Extended health and dental benefits • Employee and family assistance program • Virtual healthcare services • Life insurance • Accidental death and dismemberment insurance • Long-term disability insurance • Paid time off • Tuition benefit program • Corporate fitness membership rates

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• Problem solving · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Critical Thinking · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar management
• Meeting coordination
• Travel arrangements
• Project coordination
• Executive support
• Communication
• Time management
• Microsoft Office Suite
• PowerPoint
• Excel
• Problem-solving
• Critical thinking
• Logistics management
• Confidentiality
• Professionalism
• Strategic planning
• Calendar Management
• Administrative Support
• Virtual Health
• Time Off Management
• Fair Use
• Self-Motivation
• Microsoft Excel
• Research
• Artificial Intelligence
• Business Administration
• Management
• Customer Service
• Critical Thinking
• Leadership
• Innovation
• Problem Solving
• Project Management
• Microsoft Outlook
• Microsoft Office
• Organizational Communications
• Microsoft PowerPoint
• Presentations
• Project Coordination
• Time Management
• Timelines
• Travel Arrangements
• Coordinating

Job areas

• Administrative
• Education
• Management & Leadership
• Executive Administrative Assistant
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants