Executive Administrative Assistant

Onit Energy; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading energy company in Ontario, Canada is searching for an Executive Administrative Assistant to support their Executive Administrative Director. This role requires managing high-level operations, optimizing schedules, and providing executive communication support. Candidates should have at least 3 years of experience assisting C-level executives, possess exceptional organizational skills, and be proficient in MS Office and Google Workspace. Competitive benefits and opportunities for professional growth await.

Benefits

Competitive compensation

Opportunities for professional growth

Collaborative team environment

Qualifications

• 3 years supporting C‑level or senior executives as an Executive Assistant.
• Strong experience in scheduling, communication support, project coordination.
• Exceptional communication skills (written, verbal and interpersonal).
• Highly proficient with MS Office and Google Workspace.

Responsibilities

• Proactively manage and optimize the Executive Administrative Director's calendar.
• Prepare meeting agendas, briefing materials, and reports.
• Organize and support executive team initiatives and events.
• Assist with HR coordination tasks and onboarding documentation.

Skills

Time Management

Microsoft Office

Organizational skills

Microsoft Outlook

Microsoft Word

Personal Assistant Experience

Administrative Experience

Tools

Google Workspace

DocuSign

Visio

Trello

SharePoint

HRIS systems (e.g. Collage)

YouTrack

Job description

Ontario Wholesale Energy (OWE) is a leading provider of Natural Gas & Electricity Supply across North America. Alongside our sister divisions Canadian Water Savings and Canadian Energy Savings Corp. we deliver innovative cost-effective energy and water conservation solutions to over 44000 businesses. With over 65 years of combined industry experience were not just shaping the future of utility management were leading it.

We’re growing and are looking for an exceptional Executive Administrative Assistant to support our Executive Administrative Director and ensure seamless execution of high-level business operations.

The Role : Executive Administrative Assistant to EAD

You’re not just an assistant you’re a strategic partner. You thrive in fast-paced environments, anticipate needs before they arise and bring structure, reliability, and professionalism to every interaction. If you excel at supporting senior executives and love being at the centre of organizational coordination this role is your opportunity to shine.

Key Responsibilities

• Proactively manage and optimize the EAD’s calendar, meetings, priorities and travel.
• Anticipate executive needs and adapt plans as business priorities shift.
• Prepare meeting agendas, briefing materials, reports and follow-ups.
• Organize and support executive team initiatives, internal events and cross‑functional meetings.
• Assist with HR coordination tasks such as onboarding / offboarding documentation and employee communications.
• Create and maintain org charts, operational checklists, SOPs and process documentation.
• Provide executive‑level communication support drafting polished correspondence and handling sensitive information with discretion.
• Support light financial administration including monthly Visa reconciliation.
• Liaise on behalf of the CAO with internal teams, partners and external stakeholders.
• Coordinate travel (flights, hotels, logistics) as needed.
• Provide support to other Executives or departments during high‑demand periods.

Why Join Us

• Join an innovative company transforming energy and water conservation.
• Work alongside a driven, supportive and collaborative team.
• Opportunities for professional growth within a forward‑thinking organization.
• Competitive compensation and benefits.
• A culture that values initiative, ownership and excellence.

What You Bring to the Table

• 3 years supporting C‑level or senior executives as an Executive Assistant or Executive Administrator.
• Strong experience in scheduling, communication support, project coordination and HR processes.
• Highly proficient with MS Office, Google Workspace, DocuSign, Visio, Trello, SharePoint, HRIS systems (e.g. Collage) and YouTrack.
• Exceptional communication skills (written, verbal and interpersonal).
• Impeccable attention to detail, organization and time management.
• Ability to stay calm under pressure and maintain absolute confidentiality.
• A proactive, solutions‑focused mindset you’re always one step ahead.
• Bonus: Experience in project management or PMP certification.

Our Commitment to Inclusion

At ONIT we are dedicated to fostering diversity, equity and inclusion believing that all employees play a role in upholding our values. We encourage individuals from various backgrounds, perspectives and life experiences to join us in addressing the world’s toughest challenges.

Ensuring accessibility throughout the job application process is a priority for us at ONIT. If you require reasonable accommodations due to a disability—visible or invisible—please contact us and we will gladly assist you.

Key Skills

Time Management, Microsoft Office, Organizational skills, Microsoft Outlook, Microsoft Word, QuickBooks, Office Experience, Personal Assistant Experience, Microsoft PowerPoint, Microsoft Excel, Administrative Experience, Microsoft Outlook Calendar

Employment Type : Full‑Time

Experience : years

Vacancy : 1