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:
Executive Operations & Calendar Management    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.
Written Communications & Financial Compliance    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.
Stakeholder Engagement & Organizational Support    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.
Candidates should possess   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…