Job Number:

J0725-1046

Job Title:

Executive Assistant to Vice President (2 Vacancies)

Job Type:

Permanent FT Management & non-union Professionals

Bargaining Unit:

Non-bargaining

Campus:

Progress Campus / Hybrid

Location:

Greater Toronto Area

Pay Range:

$77,550.00 - $96,939.00/Year

Pay Band:

9 Admin

Hours/Week:

35

Shift Schedule:

Monday - Friday, 8:30 am - 4:30 pm (flexibility to work outside of these hours as needed)

Date Posted:

July 25, 2025

Closing Date:

August 1, 2025

Centennial College is currently hiring two divisional Executive Assistants (EA) to the Vice President (VP) for two separate divisions:

1. People, Equity and Culture (PEC)
2. Partnership, Enrolment and External Relations (PEER).

At this time, only internal candidates are invited to apply.

Centennial College recognizes and affirms Diversity, Equity and Inclusion and Indigenous ways of knowing as central to the vibrancy and uniqueness of its learning and working academic mission. We strongly encourage applications from members of Indigenous communities and all equity-deserving groups including Women, Racialized, Persons with Disabilities, and LGBTQ+ communities.

We also recognize that Centennial is situated on the Treaty Lands of the Mississaugas of the Credit First Nation and pay tribute to their legacy as well as that of all First Peoples that have been and remain present here in Toronto. We recognize that First Peoples come from sovereign Nations and that part of understanding our responsibilities of residing on this territory are understanding the true history, circumstances and legacy of the Treaties signed here (such as the Toronto Purchase, Robinson-Huron Treaty and Williams Treaties) and including pre-contact Treaties and Agreements between sovereign Nations and that all peoples in this area are therefore Treaty people with obligations and responsibilities to all our relations.

Position Summary
As EA, you will serve as the first point of contact and liaison for internal and external stakeholders, including College leadership, staff, faculty, students, government representatives, community members and partner organizations. Working within a complex, confidential and unionized environment, the EA will provide high-level administrative, operational and strategic support to ensure the operational efficiency of the VP’s office.

This role will involve a range of functional activities, including: planning, budgeting, calendar and logistics management, travel coordination, preparation of reports and presentations, development of briefing materials, handling correspondence, maintaining centralized records and maintaining effective documentation practices. Also, the EA will engage in project activities and special events that support strategic initiatives.

As part of the core responsibilities, the EA will play a leadership role by supervising divisional Administrative Assistants, who will support the broader division. This will include managing schedules, assigning and prioritizing work and distributing workloads, to ensure a fair, consistent and responsive service delivery.

Responsibilities:

• Lead and coordinate administrative support for the VP’s office and division (calendar management, aligning and coordinating meetings, committees, travel logistics for strategic priorities, briefing materials, expense reimbursements, transportation and accommodations, time and attendance reporting/leave tracking, preparing meeting and background materials, coordination of projects, etc.)

• Act as primary contact and liaison for the VP’s division, ensuring effective communication and professionalism; work with internal and external stakeholders and vendors to support office operations, and coordinate with the Board of Governors Administrative Officer on reports and submissions

• Monitor divisional budgets and track expenditures; reconcile credit card transactions, invoices, travel and other expenses; ensuring proper documentation and compliance of financial policies

• Supervise Administrative Assistants and ensure consistent work standards and fair workload distribution

• Represent the Vice President by relaying complex/sensitive information, instructions, and responding on their behalf when necessary

• Manage staff onboarding, offboarding and performance evaluations for administrative staff

• Support divisional human resources activities including contracts (EPAF, EICN, EIPF, etc.), mentorship and staff development, as well as handle escalations

• Attend key meetings to accurately document minutes, action items, track progress and conduct follow-up

• Support/coordinate activities of divisional frameworks, which may include pan-institutional committees, working groups, or task forces of which the VP is the executive sponsor or Chair; provide guidance to committee chairs and stakeholders on committee affairs, processes, goals and outcomes

• Track timelines of key strategic initiatives aligned with college-wide plans and Ministry; support planning and reporting cycles to ensure administrative and project needs are met

• Assist in planning and coordinating leadership retreats; collaborate with key stakeholders and the preparation of materials required

• Conduct research to support decision making of divisional goals (e.g., benchmarking, gathering comparative data, environmental scans, etc.)

• Source and review documentation, reports, strategic plans, presentations, correspondences, etc.

• Update and manage internal centralized physical and digital records and filing systems to ensure efficient access to and compliance of recordkeeping requirements; manages system access and safeguards confidential information

• May perform other divisional administrative support duties as required

Qualifications:

• Three-year diploma/degree in Business Administration, Management, Public Relations, Human Resources and/or related field. An equivalent combination of education, training and experience will be considered
• Five (5) years of progressive administrative and project coordination experience in the public or post-secondary sector, supporting senior executives in a complex, highly confidential and unionized environment
• Experience with monitoring budgets, credit card reconciliation, invoice processing and other finance/procurement documentation
• Demonstrated interpersonal and relationship building skills with experience providing high-quality service and support to a diverse community
• Excellent communication skills with the ability to collaborate on divisional messaging, website content, publication of updates and branding, to ensure alignment with institutional tone and standards; ability to create draft communications, briefing and speaking notes, and presentations for the VP
• Demonstrated commitment to embedding Indigenization, anti-racism, equity, diversity, and inclusion principles into daily operations and service delivery
• High independence of action and collaboration; excellent judgement with resolving complex and sensitive situations appropriately and effectively; able to manage political, cultural and sensitive confidential matters
• Proven experience leading a team, including experience in staff mentorship and performance management
• Excellent organization and time management skills, consistently enhancing operational effectiveness
• Advanced writing, editing and presentation skills, with a high attention to detail and accuracy
• High technical aptitude with advanced proficiency in the following:
• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint);
• Telephone and video-conferencing platforms (MS Teams, Zoom);
• Project management tools (MS Project, Access);
• Document related tools and sharing platforms (SharePoint, OneDrive, Adobe Acrobat, Docusign, AI (e.g. chatGPT and other emerging tools
• Familiar with college-wide policies and practices on human resources, finance, travel, procurement, and record management

Apply online: www.centennialcollege.ca/careers

Proof of credentials or equivalencies from accredited regional or federal post secondary institutions and/or their foreign equivalents will be required at the time of job offer.

When applying, your cover letter and résumé must include examples that reflect all of the requested skills and qualifications and must be submitted online by August 1, 2025 at 11:59 PM EST. Please quote Job ID J0725-1046. Misrepresentation of applicant information will be grounds for your exclusion from the competition or for dismissal should you subsequently be hired for the position. We wish to thank all applicants for their interest and advise that only those selected for an interview will be contacted.

We are committed to providing persons with disabilities equal opportunities regarding all employment activities, including access to jobs and accommodations during employment as required, in accordance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA).