Executive Assistant

Yorkville University; Fredericton; On-site; CAD 50,000 - 65,000; Full time

Job summary

Yorkville University is seeking an Executive Assistant to support the Vice President, Academics & Campus Principal at their Fredericton campus. This on-site role involves managing daily operations, supporting academic activities, and enhancing communication between various teams, contributing to the university's mission of fostering academic excellence and inclusivity.

Benefits

Competitive salary

Comprehensive benefits

Access to free courses and certifications

Qualifications

• Extensive administrative and executive support experience.
• Experience coordinating projects from start to finish.
• Knowledge of best practices for managing schedules and communications.

Responsibilities

• Provide high-level executive support, managing daily operations and complex schedules.
• Coordinate academic operations projects and assist in tracking deliverables.
• Manage communication as a primary contact for stakeholders.

Skills

Communication

Project Management

Adaptability

Discretion

Education

Diploma or degree in business-related field

Tools

MS Office Suite

Job description

We are looking for the visionaries, the change-makers, the self-starters who are seeking more from their career. Change begins with the small decisions we make, each day, to support each other and strive to create inspiring incredible educational experiences for all students, no matter where they are or how they learn. In choosing a career with Yorkville University, you will have the opportunity to push boundaries, flex your creativity and inspire positive change for so many people.

Our core values put the student experience at the center of what we do, reflecting who we are and aspire to be. If you want to shine a light on academic excellence, be empowered to make an impact on the transformation of the Canadian post-secondary education landscape, and work collaboratively beyond levels, join us.

Who we need

We are looking for an Executive Assistant to support the Vice President, Academics & Campus Principal in Fredericton. As our new Executive Assistant you will coordinate a range of academic activities and initiatives, communicate with students and staff, track the progress of projects, and assist academic leaders in meeting strategic goals. You will help manage day-to-day academic and campus operations and ensure efficient communication and workflow. You will be a bridge between different teams, providing seamless collaboration and communication and playing a key part in fostering an inclusive working environment where all team members can be their best selves, grow and thrive to support our mission of championing student success.

This is an on-site role, working 5 days a week at our Fredericton, New Brunswick campus.

Who you are

You want to be a visible and critical member of the Yorkville team. You have extensive administrative and executive support experience and thrive in a role where you can bring adaptability, resilience, innovation, and process while acting as the in-person point of contact for leaders, colleagues, faculty, and students. Collaborative and analytical, you are known for being responsive, proactive, and professional. You operate with discretion, efficiency, and a strong sense of initiative.

What's in it for you

Impact and ownership. You will be part of a progressive, private university undergoing transformation. This is a highly visible and rewarding role for someone curious, energetic, and driven to make an impact. You will take ownership of a high-profile office, tasks and projects, introduce best practices, and implement meaningful solutions. You will have the autonomy to manage your responsibilities and earn recognition for your contributions to institutional excellence.

Exposure, influence, and growth. You will work closely with the University’s senior leadership, gaining insight into operations, strategy, and new initiatives. You will collaborate with passionate leaders and changemakers committed to mentorship, innovation, and continuous improvement. With the Fredericton campus expanding and new programs launching, now is a great time to join and grow with us—while building your understanding of how institutional priorities are shaped and executed.

Supportive leadership and career development. You will report to a leader who values mentorship and is committed to supporting the career progression of those they work with. This is a career-defining opportunity for someone passionate about education, project coordination, and relationship building. Whether your goal is to grow within a senior administrative function, lead projects, or explore new paths across the university, this position offers the foundation and support to help you succeed.

As the new Executive Assistant, you will:

• Provide high-level executive support. You will ensure efficient, accurate, and confidential support, managing the daily operations of the office with precision and discretion. You will oversee and align complex calendars, schedules, and meetings, proactively resolve conflicts, provide briefs, and coordinate travel logistics when needed. You will manage office supply and equipment ordering. You will prepare and submit invoices and expense reimbursement reports and support budget planning and tracking for the academic teams.
• Coordinate projects. You will play a supporting role in academic operations projects. You will conduct research, analyze materials, and develop insights to guide decision-making. You will create project schedules, establish documentation to track deliverables and report on progress. You will review and support projects and ensure alignment with institutional goals and desired outcomes.
• Manage communication and documentation. You will serve as the primary point of contact between the office and all internal and external stakeholders, addressing inquiries and concerns from team members and stakeholders. You will create presentations and generate reports. You will draft and edit documents, produce meeting summaries and action items, and archive essential records.
• Coordinate events. You will organize and support meetings and events. You will manage end-to-end logistics, including arranging venues, coordinating technology, preparing materials, and supporting follow-up actions. You will actively promote and support a culture that aligns with our core values.

You have:

• The education and experience. You may have a diploma or degree in a business-related field—or have gained equivalent knowledge through experience. You have supported a fast-paced executive office and a dynamic, high-performing leader. You bring a strong foundation of best practices for managing competing priorities, complex schedules, communications, and meetings. You operate with confidence, discretion, and sound judgment. You are resourceful, adaptable, and think strategically.
• The project management skills. You have experience coordinating projects from end to end. You are a creative problem solver, able to balance and change priorities, anticipate and respond to issues, and manage details. You focus on accomplishing - or ensuring others have completed - every milestone, following processes and proactively resolving or circumventing issues.
• The technical skills. You have expertise in MS Office Suite and are familiar with project management, productivity, and communication tools.
• The interpersonal skills. You have exceptional communication skills and consistently demonstrate professionalism in your interactions. You are adept at preparing documentation and presentations, conducting research, analyzing data, and delivering clear, concise reports. You build trust and influence others without relying on formal authority, navigate conflict with diplomacy, and adapt your communication style to suit diverse audiences—from senior executives to external stakeholders. You are responsive, exercise sound judgment, and understand the importance of tone, timing, and clarity in every exchange. You value inclusivity and respect differing perspectives.

Why work at Yorkville University?

• An atmosphere that successfully blends an entrepreneurial culture with education. We value innovation and continuously look towards expanding our programming, working with the latest research, tools and solutions. As a private school with government approval of our offerings, we have the opportunity to do more, stay current and be future-forward.
• The chance to accelerate your career and disrupt education by responding to the needs you see and purposefully challenging the status quo. Everything we do here is about delighting and engaging our employees - and ultimately our students - from mentorship to teaching, from creative outlets to analytical ones.
• A place where all individuals feel welcomed in the academic and workplace environments and can bring their authentic selves to the educational and work spheres. We celebrate the full range of human diversity and we acknowledge that equal access to opportunities and services may require the removal of barriers that equity-seeking communities experience in trying to obtain this access.
• The opportunity to grow with access to free courses, certifications and programs - right up to our Masters' offerings.
• An appreciation for the insights and skills you bring to work with a competitive salary and comprehensive benefits, including a wide breadth of wellness services and a work-life balance.

Join us

We welcome and appreciate candidates with a range of backgrounds and experiences. If you have 70% of the qualifications we are looking for, express your interest.

What you can expect from our hiring process:

• A virtual interview with a Talent Advisor discussing your interest in the role and your professional and academic background.
• A virtual panel interview with the Vice President of Academics and Campus Principal, the Director of Human Resources, and the Assistant Vice President of Learning.
• An at-home case study.
• A final in-person interview with the Vice President of Academics and Campus Principal.

Diversity, equity and inclusion are a critical component of life at Yorkville University and Toronto Film School and we are committed to making these values an integral part of our culture. We encourage applications from all qualified applicants, including women, persons with disabilities, Black, Indigenous and People of Colour (BIPOC), people from the Lesbian, Gay, Bisexual, Transgender, Transsexual, Queer, Questioning, Two-Spirit, Intersex, Asexual + (LGBTQ2SIA+) community and other equity-seeking groups.

Yorkville University is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act ('AODA'). If you require accommodation for disability, please notify Human Resources at 1-877-429-4029.

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