Administrative Assistant (2 Positions)

Sheridan College; Oakville; Hybrid; CAD 70,000 - 89,000; Full time

Job summary

Sheridan College in Oakville is seeking an Administrative Assistant to provide comprehensive support to the Office of Strategy & Global Engagement, reporting to the Manager, Executive Administration & Assistant Secretary to the Board of Governors.

You will coordinate calendars, prepare reports, assist with budgets, HR processes, presentations, and maintain records; manage communications with internal and external stakeholders in a fast-paced, policy-driven environment.

Qualifications

• 3-year diploma/degree in Office Administration, Business Administration, Business Management or related field.
• 5 years of progressive experience providing senior-level administrative support in a complex environment.
• Experience supporting departmental budgets, financial reporting and reconciliation.
• Experience preparing communications materials, presentations, reports, surveys and other documentation.
• Advanced proficiency with Microsoft Office 365 applications and ability to learn new systems.
• Experience preparing correspondence, reports, meeting minutes and presentations.
• Knowledge of institutional programs and organizational structures.
• Experience using PeopleSoft or comparable enterprise systems.
• Assets: SharePoint, PowerPoint and Adobe Creative Suite training/work.
• Assets: project management coursework or training.

Responsibilities

• Provide confidential, senior-level administrative support to designated leaders and management; manage calendars and travel arrangements.
• Respond to inquiries and liaise with internal/external stakeholders; facilitate communication across Sheridan faculties.
• Assist with projects, reporting, analysis and preparation of presentations, reports and contracts.
• Support budget development, data analysis and account reconciliation; process purchase requisitions within limits.
• Coordinate departmental events and create communication materials as required.
• Perform other related duties as assigned.

Skills

Interpersonal skills

Time management

Problem solving

Proactive

Discretion

Education

3-year diploma/degree in Office Administration or related field

Tools

Microsoft Office 365

SharePoint

PeopleSoft

PowerPoint

Adobe Creative Suite

Job description

Reporting to the Manager, Executive Administration & Assistant Secretary to the Board of Governors, the Administrative Assistant is responsible for providing comprehensive administrative and operational support to the assigned department(s) or portfolio(s). Responsibilities include, but are not limited to, responding to inquiries, liaising with internal and external stakeholders, scheduling and coordinating meetings, organizing and prioritizing workflows, supporting financial, budgetary and HR administrative processes, preparing reports and correspondence, maintaining records and documentation, developing presentations, and coordinating departmental activities. The Administrative Assistant supports a variety of complex and confidential administrative functions, processes and documentation. They contribute to ongoing departmental initiatives and projects. Responsibilities include tracking expenditures, monitoring budgets, coordinating purchasing activities, maintaining databases and preparing reports, as needed. As a key point of contact, the Administrative Assistant facilitates effective communication, responds to inquiries, resolves routine matters independently and also escalates issues when appropriate. A thorough understanding of departmental operations, priorities, policies and procedures is essential to providing effective support. Given the nature of the work and access to sensitive and confidential information (schedules, calendars, meetings), a high degree of discretion and sound judgement is required.

What You’ll Be Doing

• Providing a wide range of confidential, senior-level administrative support to designated leaders and management, including coordinating calendars, schedules, appointments and travel arrangements; attending internal and external meetings as required on behalf of management to record pertinent information and provide the department’s perspective on issues presented; managing records, updating vacation schedules and preparing bi-weekly attendance reports for assigned departments;
• Responding to communications, inquiries and concerns from a variety of internal and external stakeholders; tracking issues and following up to ensure appropriate action has been taken; liaising with staff at all levels, external consultants, vendors and business partners; and facilitating communication across Sheridan Faculties and departments regarding departmental operations, initiatives and projects;
• Supporting designated leaders and management with projects, reporting, analysis and the preparation of presentation materials, reports, proposals and contracts; researching, reviewing, proofreading and submitting documentation related to departmental budgets and strategic planning;
• Participating in budget development, data analysis and account reconciliation, including preparing and submitting purchase requisitions within established purchasing limits; monitoring operating and capital budgets; and compiling and organizing data to support planning, forecasting, budgeting, reconciliation and reporting;
• Coordinating administrative and logistical activities related to departmental events and initiatives; supporting designated leaders and management in developing e-newsletters, web content, surveys and other communication materials, as required;
• Performing other related duties as assigned.

About You

You have the skills and knowledge to work with an increasingly diversestudent and staffpopulationas well as a proven commitment toanti-oppression,equity,and inclusion.

You have strong interpersonal, verbal and written communication skills, with the ability to build positive, collaborative relationships with a variety of internal and external stakeholders.

You demonstrate a high degree of professionalism, discretion, diplomacy and tact, exercising sound judgement and maintaining confidentiality when handling sensitive information.

You are highly organized and adaptable, with strong time management skills and the ability to prioritize competing demands, manage changing priorities and meet deadlines.

You bring strong analytical, problem-solving and conflict resolution skills, with the ability to navigate challenges and identify practical solutions.

You are self-motivated, resourceful and proactive, demonstrating initiative and the ability to work both independently and collaboratively in a fast-paced environment.

You are committed to delivering exceptional customer service and creating positive experiences for internal and external stakeholders.

The successful candidate will also meet the following qualifications:

• 3-year diploma/degree in Office Administration, Business Administration, Business Management or a related field
• 5 years of progressive experience providing senior-level administrative support, preferably in a post-secondary or similarly complex organizational environment (equivalent combinations of education and experience will be considered)
• Experience supporting departmental budgets, financial reporting and reconciliation
• Experience preparing communications materials, presentations, reports, surveys and other documentation
• Advanced proficiency with Microsoft Office 365 applications, with the ability to quickly learn new systems and software.
• Experience preparing correspondence, reports, meeting minutes and presentations.
• Knowledge of institutional programs, administrative processes and organizational structures.
• Experience using PeopleSoft or comparable enterprise systems.
• The following will be considered an asset:
  • Training or coursework in Microsoft Office 365 applications, including SharePoint
  • Training in presentation and design software, such as Microsoft PowerPoint and Adobe Creative Suite
  • Coursework or training in project management.

Who We Are:

Every member of the Sheridan community is passionate about the transformational role we play in people’s lives. Our strategic plan, Sheridan 2027: Forging the Future (https://www.sheridancollege.ca/sheridan2027), charts a path towards a new ground-breaking model of higher education that reshapes post-secondary education and better prepares students for the future. We are committed to demonstrably advancing equity, diversity and inclusivity. Diversity is our strength and fuels our commitment to excellence. Across our campuses, we’re making meaningful strides towards developing an equitable and inclusive community.

• For more information, visit: Why Work at Sheridan

Other Details

Department: Office of Strategy & Global Engagement

Primary Work/Campus Location: Trafalgar (May be assigned activity at any Sheridan campus)

Work Categorization: Hybrid Position – On-site at least 3 days/week

Reference #: J1126-0101

Employee Group: Administrative

Payband: NJ

Salary Range: $70,97.86 - $88,716.08

Type of Vacancies: New positions

Application Deadline: November 19, 2026

Commitment to Equity, Diversity & Inclusion

First Nations peoples have lived on this part of Turtle Island for millennia, stewarding the land, the water and all that contributes to life in this region. Today, the culture and presence of First Nations, Inuit and Metis peoples enrich the lands and people of this territory.

Over two centuries ago, the Mississauga people welcomed settlers to this territory, providing sustenance and engaging in trade and commerce. Between 1781 to 1820, eight treaties were signed with the Mississaugas of the Credit First Nation who opened their territory to settlement. Today, Sheridan campuses are located on Treaty 14, also known as the Head of the Lake Purchase of 1806 and Treaty 22 and 23 of 1820.

Treaty history is foundational, and it is our collective responsibility to honour the land, as we honour and respect those who have gone before us, those who are here and those who have yet to come. We are grateful for the opportunity to be learning, working and thriving on this land, and we commit to learn the truth and be active in the process of reconciliation.

Sheridan values the diverse and intersectional identities of its students, faculty, and staff. Sheridan regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. Sheridan seeks applicants who embrace our values of equity, anti-racism, and inclusion. As such, we encourage applications from qualified candidates who have been historically disadvantaged and marginalized, including those who identify as First Nations, Métis and/or Inuit/Inuk, Black, members of racialized communities, persons with disabilities, women and/or 2SLGBTQ+.

Sheridan will provide job applicants with accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. To request accommodation, please contact Human Resources.

You may be asked to provide copies of your educational credentials at the time of interview. Upon hire, we require official confirmation of educational credentials and Canadian equivalency assessments, if applicable.