Job Description

Executive Administrative Assistant & Team Leader

Job Type: 6-Month Contract (Strong Potential for Permanent Placement) 
Location: Oshawa, ON 
Work Model: On-Site 
Compensation: $33–$37 per hour 

Job Summary

Reporting to the President and senior leadership team, the Executive Administrative Assistant & Team Leader provides high-level administrative, coordination, and operational support to ensure the effective functioning of the Executive Office.

This role supports executive decision-making, manages confidential correspondence, coordinates meetings and travel, oversees regulatory communications, and acts as a liaison across departments and external stakeholders.

The ideal candidate brings strong judgment, discretion, organizational leadership, and the ability to manage multiple executive priorities in a fast-paced environment.

Key Responsibilities

Executive Correspondence & Communications

• Prepare and manage routine and non-routine correspondence, including reports, labour relations materials (bargaining agendas, grievances, arbitrations), submissions for approval, and responses to complaints or inquiries.

• Act as liaison between the President/VPs and regulatory bodies (e.g., government agencies) to coordinate compliance matters and stakeholder engagement.

• Communicate divisional updates and executive direction to staff and leadership teams.

• Review external meeting agendas requiring executive input and ensure proper briefing materials are prepared.

Meetings & Executive Coordination

• Schedule and coordinate meetings, conferences, and executive sessions, including agenda preparation, document distribution, room bookings, and audiovisual arrangements.

• Prepare meeting minutes covering labour relations, negotiations, organizational structure, and executive discussions.

• Ensure quorum requirements are met for committee meetings.

• Arrange travel and accommodation in compliance with corporate travel policies (including out-of-province and international travel approvals).

Mail & Document Management

• Receive, review, prioritize, and distribute incoming correspondence for the President and VPs.

• Identify key issues within communications and prepare supporting documentation for executive response.

• Maintain distribution lists and manage outgoing mail and courier services.

Executive Time & Priority Management

• Manage executive calendars, coordinate appointments, and screen calls and visitors.

• Set priorities in consultation with the President and VPs to ensure alignment with strategic objectives.

• Maintain follow-up logs and referral tracking systems to monitor deadlines and action items.

• Protect executive time by redirecting requests where appropriate and exercising discretion in responding to inquiries.

Information & Records Management

• Establish and maintain confidential executive records and regulatory documentation.

• Ensure compliance with corporate record retention policies.

• Retrieve and track files as required for executive review.

Administrative & Operational Support

• Process and review approval documents (purchase requisitions, board memoranda, executive approvals).

• Review time and expense reports for compliance with corporate policies and collective agreements.

• Prepare executive expense reports.

• Manage visitor registration and facility access cards.

• Coordinate onboarding and offboarding activities.

• Order office supplies and enter purchase quotations.

• Provide administrative support to the Legal Team, including managing legal intake forms, file assignments, and invoice reconciliation.

• Act as liaison with corporate departments including Finance, HR, Budget, and Records Management.

• Perform other duties as assigned.

Education & Experience

• College Diploma in Office Administration or related field.

• 6–8 years of progressive administrative experience supporting senior leadership or executive-level operations.

• Experience within a regulatory, government, or corporate executive environment is strongly preferred.
  
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