Executive Assistant — Resource Team

Reports to: Director, Policy, Legislation and Strategy
Work arrangement: In person, Monday to Friday

About the Opportunity

We are seeking an experienced Executive Assistant to provide administrative, operational, and communications support to our Resource Team, including the President & Chief Executive Officer.

This role is ideal for a proactive professional who enjoys bringing people, information, and projects together. You will coordinate executive schedules, prepare meeting materials, organize events, support communications, and help the office run smoothly.

Working with a high volume of internal and external information, you will exercise sound judgment, protect confidentiality, and manage competing priorities with care and precision.

If you thrive in a collaborative environment, take pride in the details, and enjoy finding practical solutions, we would welcome your application.

Key Responsibilities

Executive and Administrative Support

• Provide administrative support to the Resource Team, including the President & Chief Executive Officer.

• Coordinate calendars, appointments, meetings, meeting spaces, and catering.

• Prepare agendas, supporting documents, and materials for internal and external meetings.

• Handle sensitive and confidential information with discretion.

• Maintain accurate contact lists and coordinate the distribution of materials to appropriate audiences.

• Anticipate needs, resolve administrative issues, and support additional projects as assigned.

Event Coordination

• Coordinate large meetings, information sessions, recognition events, and annual general meetings.

• Manage event logistics, including venues, room setup, refreshments, and catering services.

• Set up and operate meeting and presentation technology.

• Work with internal teams and external providers to deliver organized, welcoming events.

Communications and Project Coordination

• Draft, format, and coordinate correspondence, both independently and as directed.

• Prepare newsletters, digital updates, documents, and other communications in accordance with organizational standards, policies, and accessibility requirements.

• Coordinate creative development, review, quality control, and production timelines to keep projects on schedule.

• Work with Resource Team members to clarify objectives, timelines, budgets, and operational requirements.

• Communicate information clearly and professionally to internal and external audiences.

Digital Platforms and Technology

• Serve as a primary contact for website and social media content updates.

• Provide general support for the team’s software and digital platforms.

• Explore new software, artificial intelligence tools, and emerging technologies that may improve efficiency.

• Support the adoption of practical tools and processes that strengthen day-to-day operations.

Service Excellence and Collaboration

• Build strong working relationships with campuses and external partners.

• Provide courteous, responsive, and efficient service.

• Approach challenges with a positive attitude and a focus on workable solutions.

• Promote equity, inclusion, and belonging, treating others with dignity and respect.

• Follow organizational security, safety, and privacy protocols.

Qualifications

Education and Experience

• University degree, or an equivalent combination of education and relevant experience.

• At least five years of experience in an administrative and/or communications role.

• At least three years of experience supporting or working with information technology and digital platforms.

• Demonstrated experience coordinating events.

• Experience preparing clear, professional written communications and presenting information effectively.

• Knowledge of seniors’ housing and long-term care is an asset.

Skills and Attributes

• Strong organizational skills, attention to detail, and follow-through.

• Ability to work independently and contribute effectively within a collaborative team.

• Sound judgment and discretion when handling confidential or sensitive matters.

• Ability to adapt to changing priorities and manage concurrent projects under tight timelines.

• Confidence learning new technology and supporting others in its use.

• A proactive approach to problem-solving, innovation, and continuous improvement.

• Commitment to respectful, inclusive service.

• Conversational French sufficient to support everyday service interactions is an asset.

Apply

If you are an experienced administrative professional who enjoys supporting leadership, coordinating projects, and contributing to a collaborative team, we would love to hear from you.