Executive Assistant to the Vice President

Executive Assistant to the Vice President

Executive Assistant to the Vice President
(Reporting to the Vice President)

Position Status:
Vacant

Term:
Full-time, Temporary (12 months) effective immediately

Classification Salary Level III -$92,534 - $119,574 (Effective January 1, 2026)

The Executive Assistant to the Vice President delivers high-level administrative coordination, specialized logistical services, and confidential operational support to the Vice President and the broader President / CEO's Office. The position serves as a collaborative administrative link between the Vice President, senior leadership, internal staff, and external stakeholders.

Working with minimal supervision and a high degree of functional independence, the incumbent balances responsibilities across three primary operational areas:

• Primary Point of Contact:Acts as the primary point of contact for scheduling and logistical requirements for the Office of the President / CEO.
• Calendar Management:Proactively manages and coordinates the Vice President's calendar, resolves scheduling conflicts, and ensures operational timelines are maintained.
• Travel & Logistics Coordination:Coordinates corporate travel arrangements, accommodations, meeting logistics, and venue requirements for off-site events and activities.
• Meeting Preparation:Compiles, reviews, and organizes briefing materials, agendas, and supporting documentation to prepare the Vice President for meetings, committees, assemblies, and stakeholder engagements.
• Financial Administration: Prepares and conducts financial reconciliation of corporate expenses incurred by the Vice President.

• Correspondence Management: Drafts, edits, and prepares correspondence, reports, briefing notes, and other written materials from notes, background information, or verbal direction.
• Expense Administration:Reviews and reconciles expenses in accordance with organizational financial policies and procedures.
• Records and Information Management:Maintains electronic records, information tracking systems, and documentation necessary to support executive office operations.

• Relationship Management: Interacts with staff, members, activists, elected officials, government representatives, legal counsel, and external stakeholders with professionalism, diplomacy, and discretion.
• Meeting and Event Support: Attends meetings, events, and functions in support of the Vice President, tracks follow-up items, and coordinates logistics as required.
• Committee Participation: Represents the Vice President's office on designated operational committees and working groups, providing updates and supporting collaborative initiatives.
• Labour Relations Support: Acts as a labour relations liaison (ACERC).
• Other Duties: Performs other duties consistent with the position or as assigned.

• Post-secondary education in a relevant discipline or an equivalent combination of education, training, and experience.
• Demonstrated experience providing executive-level administrative support, including calendar management, meeting coordination, correspondence preparation, travel logistics, and expense administration.
• Experience working in a public sector, labour relations, unionized, or member-driven environment is an asset.
• Highly developed organizational skills with the ability to prioritize competing demands, manage multiple responsibilities, and work independently in a fast-paced environment.
• Strong analytical, research, problem-solving, and decision-making skills, with the ability to exercise sound judgment and discretion.
• Excellent verbal and written communication skills, including the ability to prepare accurate and professional correspondence, reports, and briefing materials.
• Strong interpersonal skills and the ability to establish and maintain effective working relationships with members, elected officials, committees, staff, and external stakeholders.
• Demonstrated ability to handle sensitive and confidential information with discretion and professionalism.
• Advanced proficiency in Microsoft 365 applications and experience managing electronic records, databases, and online research tools.
• Knowledge of, or the ability to quickly acquire knowledge of, labour relations, government relations, and AMAPCEO's policies, procedures, governance, and strategic priorities, tact, diplomacy, and customer service skills.

AMAPCEO Office, 1 Dundas Street West, Suite 2310, Toronto, ON

Occasional same-day and overnight travel, as well as work outside normal business hours, may be required.

AMAPCEO as an Employer is committed to fostering a diverse and inclusive work environment where differences are respected, valued, and embraced.

As a result, we invite applications from women, Indigenous Peoples, people living with disabilities, persons of all races, ethnicities,…