Job Description

Executive Administrative Assistant & Team Leader

Job Type: 6-months Contract (Strong Potential for Permanent Placement) 
Location: Oakville, ON 
Work Model: 5 Days In-Office 
Salary: $33 – $37 per hour 

About the Role

We are seeking a highly experienced, proactive, and detail-oriented Executive Administrative Assistant & Team Leader to support the President and Senior Leadership Team. This is a high-impact role at the center of executive operations, requiring professionalism, discretion, strong judgment, and leadership capability.

This opportunity offers extensive growth potential and a strong possibility of extension, making it ideal for a motivated professional looking to build long-term career stability within a dynamic leadership environment.

Qualifications

• College Diploma in Office Administration or related field

• 6–8 years of progressive administrative experience supporting senior executives

• Experience in corporate, public sector, or regulated environments considered an asset

• Strong leadership and coordination skills

Key Responsibilities

Executive Correspondence & Communications

• Prepare and manage a wide range of correspondence including executive reports, labour relations documentation (grievances, arbitrations, bargaining materials), submissions for approvals, responses to complaints, and general administrative communications.

• Draft both routine and complex correspondence independently.

• Act as liaison with regulatory agencies (e.g., Ministry of Education and other governing bodies) to coordinate compliance-related matters.

• Communicate divisional updates and executive messaging to internal stakeholders.

Executive Meetings & Travel Coordination

• Coordinate and manage executive meetings, board meetings, labour negotiations, and leadership conferences.

• Prepare agendas, briefing materials, handouts, presentations, minutes, and follow-up documentation.

• Ensure quorum and stakeholder participation when required.

• Brief the President and VPs in advance of meetings, ensuring all reference materials are prepared.

• Arrange travel and accommodations in accordance with organizational policies, including out-of-province and international travel approvals.

Mail & Information Management

• Review, prioritize, and redirect incoming correspondence.

• Identify critical issues requiring executive attention.

• Retrieve supporting documentation (contracts, agreements, records) as needed.

• Manage outgoing correspondence and bulk distributions.

• Maintain up-to-date distribution lists.

Executive Time & Priority Management

• Manage executive calendars, appointments, calls, and visitor access.

• Screen calls and visitors while protecting executive time.

• Track deadlines, follow-ups, and priority action items.

• Anticipate scheduling conflicts and proactively recommend solutions.

Records & Information Governance

• Maintain confidential executive files and records.

• Ensure compliance with retention schedules and regulatory requirements.

• Track and manage file access and document control systems.

Administrative & Leadership Support

• Process executive approvals (purchase requisitions, board memoranda, expense reports).

• Ensure compliance with internal policies and collective agreements.

• Act as liaison between executives and corporate departments (HR, Finance, Legal, Budget).

• Prepare executive expense reports.

• Manage visitor registration systems.

• Oversee onboarding/offboarding coordination.

• Manage facility access cards.

• Enter purchase quotations.

• Order office supplies.

• Provide administrative support to Legal including intake management, file assignment tracking, and legal invoice reconciliation.

• Lead and coordinate administrative workflows to ensure operational efficiency.

• Perform other duties as required.

Why Join This Opportunity?

• Competitive pay: $33–$37 per hour

• Central Oakville location

• High visibility executive exposure

• Leadership-level responsibilities

• Strong potential for long-term extension

• Opportunity to influence executive operations and organizational effectiveness
  
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