Executive Administrative Assistant

Spirit Omega Inc; Oshawa; On-site; CAD 41,000 - 57,000; Full time

Job summary

Spirit Omega Inc. in Oshawa, ON is seeking an Executive Administrative Assistant for a 12‑month, 40 hrs/week onsite role. The position supports the Vice‑President with calendar management, travel coordination, and executive communications.

The role requires 2–6 years of senior‑level administrative experience, strong organizational skills, and the ability to handle confidential information. Onsite work with competitive hourly pay is offered.

Qualifications

• 2–6 years of experience providing senior‑level executive administrative or secretarial support in a fast‑paced environment.

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 and related services.

Skills

Executive support

Calendar management

Communication

Office administration

Tools

Microsoft Office

Job description

Number of Vacancies: 1

Contract Length: 12 months

Hours of work: 40 hrs/wk

Location: Oshawa, ON (100% onsite)

Pay Rate: $30.00/hr - $41.61/hr

Resume Submission Deadline: Thursday, October 27th, 2026 (5:00PM EST)

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.

Spirit Omega is committed to a diverse and inclusive workplace. We welcome applications from anyone, including members of Indigenous peoples, Women, visible minorities, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities.

Thank you for applying. We appreciate your interest; however, only qualified candidates will be contacted regarding the next steps in the hiring process.

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