Executive Assistant

Ontario University Athletics; Guelph; On-site; CAD 60,000 - 80,000; Full time

Job summary

An educational institution in Guelph is seeking an Executive Assistant to support the day-to-day operations of the Director’s office. The role involves managing schedules, coordinating meetings, and ensuring compliance with university policies. Ideal candidates will possess exceptional communication and organizational skills, a diploma or degree in relevant fields, and the ability to handle confidential matters. This position offers a chance to contribute significantly within a high-paced academic environment.

Qualifications

• Proven experience in an office setting with progressive responsibilities.
• Ability to manage sensitive issues and confidential matters.
• Excellent verbal and written communication skills.
• Strong understanding of financial statements.

Responsibilities

• Support day-to-day operations within the Director’s office.
• Liaise with various stakeholders and manage the Director's schedule.
• Coordinate meetings and prepare necessary correspondence.
• Ensure compliance with university policies and procedures.

Skills

Professional communication

Organizational skills

Discretion with confidential information

Interpersonal skills

Problem-solving skills

Education

2-year Executive Office Administration Diploma

Degree in Business Administration

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Job description

Select how often (in days) to receive an alert:

Primary Category Page: Staff and Management

Division: Ridgetown Campus

Requisition ID: 2017

Department: Ridgetown - Office of the Director
This position is covered by the Collective Agreement with the Ontario Secondary School Teachers' Federation District 35 - Technician/Administrative/Research/Agricultural

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

Duties and Responsibilities

The Executive Assistant role is responsible for supporting the various functions and activities associated with the day-to-day operations of the Ridgetown Campus within the Director’s office. This position provides a wide range of confidential support, including coordinating information flow, ensuring the accurate delivery of administrative services, and briefing the Director on relevant and current issues. The Executive Assistant serves as the primary contact for the Director’s office and acts as a liaison between the campus and senior executives within the university, government, and private sector organizations. In addition to managing the Director’s schedule, coordinating meetings, and preparing correspondence, this role plays a key part in ensuring campus priorities are advanced and strategic initiatives are executed effectively. Furthermore, the Executive Assistant is responsible for interpreting and applying university policies, ensuring compliance with institutional procedures, and facilitating communication between various internal and external stakeholders.

The successful candidate must demonstrate the ability to establish and maintain effective working relationships with faculty, administrative and clerical staff, students, senior university executives, government officials, and various stakeholder groups. This position requires a high level of professionalism, discretion, and independent decision-making to address sensitive issues, respond to inquiries, and manage confidential matters. The ability to assess situations quickly, determine appropriate courses of action, and prioritize urgent matters is critical. Additionally, the Executive Assistant is expected to support campus-wide events, special projects, and initiatives that align with institutional goals, requiring strong organizational skills and adaptability in a dynamic environment.

Requirements

• 2-year Executive Office Administration Diploma or a Degree in Business Administration (preferred).
• Three years of relevant experience with increasing progressive responsibilities in an office setting.
• Ability to operate and communicate in a highly professional and effective manner, in a rapidly changing environment within an academic setting.
• Ability to work with and process confidential information with discretion and sensitivity.
• Excellent interpersonal and organizational skills and the ability to prioritize under pressure.
• Excellent verbal and written communication skills.
• Ability to exercise initiative, judgment and problem-solving skills to complete work, take responsibility and make decisions based on solid analysis and interpretation.
• Ability to relate and work effectively with University employees, faculty, students and the general public in a collegial, cooperative and respectful manner.
• Proficiency is required in the use of word processing, database and spreadsheet, presentation, email, and electronic calendar software (i.e. MS Word, Excel, PowerPoint and MS Outlook).
• Ability to understand financial statements (i.e. academic and research budgets).

Employee Type: Regular
Position Number: 10465020
Classification: OSSTF/TARA, District 35 Salary:Band 6
OSSTF/TARA Wage Grid

*Tentative evaluation; subject to committee review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 12/09/2025

Close Date: 12/23/2025