Executive Administrative Assistant

Join one of Canada's fastest-growing universities as our
Executive Administrative Assistant
, where you will play a key role in supporting executive leadership and driving the effective execution of the university's strategic goals.

As the Executive Administrative Assistant, you will support the Executive Administrative Manager in delivering high-level administrative and operational support to senior executives, including, but not limited to the Chief Executive Officer of Vega Academic Services, the President & Vice-Chancellor of IBU and Vice-President of Strategy and Growth.

Success in this role requires exceptional organizational, communication, and time management skills, as well as the ability to manage competing priorities, coordinate complex activities, and handle confidential information with professionalism, discretion, and sound judgement.

Title: Executive Administrative Assistant
Type: Full-Time, Permanent
Department: Executive Administration
Reporting to
:

Executive Administrative Manager
Location: Toronto, Ontario (Hybrid)
Existing Vacancy: Yes
Compensation Range: $60,000 - $70,000 annually

Located in downtown Toronto, IBU is one of Canada's fastest-growing universities, offering a dynamic academic and professional environment driven by innovation, research, and academic excellence. By joining IBU, you will have the opportunity to work closely with senior leaders, support high-impact initiatives, and contribute directly to the success and growth of a dynamic and evolving institution.

Support the Executive Administrative Manager in providing high-level administrative support to senior executives, including calendar management, meeting coordination, and travel arrangements.

Coordinate executive priorities, communications, and strategic initiatives, ensuring timely follow-up and alignment across leadership teams.

Prepare, edit, and organize executive documents, presentations, reports, and meeting materials.

Manage executive correspondence and communications, ensuring inquiries are handled professionally, accurately, and in a timely manner.

Plan and coordinate executive meetings, events, conferences, and leadership activities, overseeing logistics and ensuring seamless execution.

Provide project coordination support for strategic initiatives by tracking timelines, monitoring action items, and following up on deliverables.

Maintain confidential records, support stakeholders and visitors, and uphold the highest standards of professionalism, discretion, and customer service.

This is a hybrid role based in Toronto, requiring in-person attendance as needed, including weekdays, evenings, and occasional Saturdays.

• Bachelor's degree or equivalent experience in Business Administration, Communications, or related field.
• 5+ years of experience supporting C-suite and other senior executive-level management.
• Proven ability to manage multiple priorities and work effectively in fast-paced, high-pressure and high-stress environments.
• Exceptional interpersonal and communication skills, with the ability to interact professionally with executives, employees, and external partners.
• Exceptional organizational and time-management skills, with an eye for detail and accuracy.
• Discretion and integrity when handling confidential information at all times.
• Superior ability to remain calm and composed under stress and manage competing demands effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with advanced skills in PowerPoint and Excel.
• Strong problem-solving skills and the ability to think critically in high-pressure situations.
• Experience in project management and handling complex schedules and logistics.
• Proven ability to work…