Executive Administrative Assistant

Ian Martin Group; Oshawa; On-site; CAD 52,000 - 65,000; Full time

Job summary

Ian Martin Group in Oshawa is seeking an Executive Administrative Assistant to coordinate meetings, travel, and accommodations for the Vice-President, and to manage calendars and correspondence to maximize executive time.

This role requires 2–6 years of senior-level support, strong organization, discretion, and excellent communication with senior leaders and Board-level stakeholders; 40-hour onsite work in Durham region with a 12-month assignment.

Qualifications

• 2–6 years of senior-level executive administrative or secretarial experience.
• Ability to manage confidential correspondence, records, and sensitive information.
• Strong organizational and time-management skills with calendar coordination and deadline tracking.
• Excellent written and verbal communication for liaising with senior leaders and board members.

Responsibilities

• Coordinate executive meetings, conferences, travel, and accommodations.
• Manage the Vice-President's calendar and priorities.
• Liaise among executives, staff, Board, external stakeholders, and corporate groups; coordinate approvals and reports.
• Support purchasing, workspace, and related services as needed.
• Ensure access and maintain follow-up logs to support efficient operations.

Skills

Executive support

Calendar management

Travel coordination

Verbal and written communication

Confidentiality and discretion

Job description

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

Resume Due Date: Thursday, October 1st, 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.