Reporting directly to the Senior Vice President, Research & Science, this Executive Assistant role provides high-level administrative support in a fast-paced, confidential, and mission-driven environment.

The Executive Assistant plays a vital role in ensuring smooth leadership operations, acting as a strategic partner on a range of projects and priorities. This individual will work independently with minimal supervision and collaborate closely with other senior administrative professionals to coordinate support across committees, working groups, and executive initiatives.

Roles and Responsibilities

• Manage complex calendars, appointment schedules, and meeting logistics for the SVP, proactively identifying priorities, deadlines, and potential conflicts.
• Screen and prioritize all correspondence, phone calls, and emails with a high degree of discretion and judgment.
• Draft, review, and edit high-quality documents including reports, academic CV updates, grant submissions, and correspondence.
• Organize meetings, events, and conferences including room bookings, equipment setup, catering, and travel arrangements.
• Prepare agendas, presentations, meeting minutes, and briefing materials.
• Support special projects and strategic initiatives by coordinating activities, tracking progress, and preparing relevant documentation.
• Maintain an organized filing system and oversee office supply and procurement processes.
• Provide payroll and invoice submission support.
• Assist with planning and delivery of institutional events and internal communications.
• Liaise with internal departments, committees, and external partners on behalf of the SVP as needed.

Qualifications and Skills

• Minimum of 5-7 years of experience in senior-level administrative support roles, preferably in academic, healthcare, or research-based settings.
• Demonstrated ability to manage sensitive and confidential information with discretion and professionalism.
• Exceptional communication skills, both written and verbal, with a proven ability to interact effectively with executive leadership, staff, and external stakeholders.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with academic systems or collaborative tools is an asset.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities and competing deadlines.
• Self-motivated, proactive, and capable of independent problem-solving and decision-making.
• Comfortable working in a highly collaborative, dynamic team environment.
• Familiarity with grant processes, academic CVs, and committee coordination is highly valued.  

Education

• Post-secondary education is required; executive assistant or business administration training is an asset.

Benefits

• 3 weeks' vacation 
• Comprehensive Benefits Program (Health, Dental, Vision)
• HOOPP (Healthcare of Ontario Pension Plan)