Executive Administrative Assistant

Ian Martin Group; Oshawa; On-site; CAD 42,000 - 62,000; Full time

Job summary

Ian Martin Group in Oshawa is seeking an Executive Administrative Assistant for a 12-month, 40-hour onsite assignment. The role covers coordinating executive meetings, travel, agendas, minutes and approvals, while managing the Vice-President's calendar, correspondence and access.

You will liaise with senior leaders, Board and external stakeholders to ensure efficient use of executive time and seamless support across offices, with a strong emphasis on discretion and professional communication.

Qualifications

• 2-6 years of experience providing senior-level executive administrative or secretarial support in a complex, fast-paced organization.
• Demonstrated ability to manage confidential correspondence, records, reports, approval documents, and sensitive labour-relations or corporate information.
• Strong organizational and time-management skills, including calendar management, prioritization, coordinating multiple deadlines, and tracking follow-up actions.
• Excellent written and verbal communication skills, with the judgment and professionalism to liaise effectively with senior leaders, Board-level stakeholders, staff, and external contacts.
• Equity, diversity and inclusion commitments and accommodations throughout the application/interview process.

Responsibilities

• Coordinate executive meetings, conferences, travel, and accommodations, including agendas, minutes, briefing packages, attendance, audiovisual needs, and required approvals.
• Manage the Vice-President's calendar, priorities, correspondence, calls, visitors, follow-up logs, and access to ensure effective use of executive time.
• Act as a liaison among the Vice-President, staff, senior management, Board and Executive Office, external stakeholders, and corporate groups; coordinate approvals, administrative reports, purchasing, workspace, and related services.

Job description

We are currently requesting resumes for the following position: Executive Administrative Assistant

Resume Due Date: October 27th 2026 (5:00PM EST)

Job ID# 26-096

Number of Vacancies: 1

Duration: 12 months

Hours of work: 40

Location: Oshawa, 100% onsite

Job Overview

Coordinate executive meetings, conferences, travel, and accommodations, including agendas, minutes, briefing packages, attendance, audiovisual needs, and required approvals.

Manage the Vice-President's calendar, priorities, correspondence, calls, visitors, follow-up logs, and access to ensure effective use of executive time.

Act as a liaison among the Vice-President, staff, senior management, Board and Executive Office, external stakeholders, and corporate groups; coordinate approvals, administrative reports, purchasing, workspace, and related services.

Qualifications

2-6 years of experience providing senior-level executive administrative or secretarial support in a complex, fast-paced organization.

Demonstrated ability to manage confidential correspondence, records, reports, approval documents, and sensitive labour-relations or corporate information.

Strong organizational and time-management skills, including calendar management, prioritization, coordinating multiple deadlines, and tracking follow-up actions.

Excellent written and verbal communication skills, with the judgment and professionalism to liaise effectively with senior leaders, Board-level stakeholders, staff, and external contacts.

Our client is dedicated to promoting employment equity and encourages applications from equity-seeking communities including but not limited to: Indigenous Peoples, racialized individuals, persons with disabilities, and women. Our client aims to build a diverse team that reflects the communities it serves, enhancing its ability to meet their needs. They are committed to an inclusive and accessible work environment and invites all qualified individuals to apply, offering accommodations during the application, interview and onboarding process as needed. This effort supports their long-term strategy for equity, diversity, and inclusion.