Executive Assistant

SNOLAB; Lively; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading research facility in Ontario is seeking an experienced Executive Assistant to provide administrative support to the Executive Director. The role involves managing calendars, preparing documents, and ensuring efficient communication with stakeholders. Ideal candidates will have at least 3 years of executive support experience and exceptional organizational skills. An attractive benefits package is included, and the closing date for applications is September 30, 2025.

Qualifications

• Minimum 3 years’ experience providing executive-level support.
• Proven ability to manage sensitive information with discretion.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinate calendar, appointments, and travel arrangements.
• Prepare, edit, and format correspondence and reports.
• Maintain filing systems and confidential document management.

Skills

Organization

Communication

Time Management

Attention to Detail

Multitasking

Education

Post-secondary diploma or degree in Business Administration or related field

Certifications in Executive Assistance or Office Administration

Tools

Microsoft Office Suite

Job description

Overview

SNOLAB is seeking an experienced Executive Assistant to provide high-level administrative support to the Executive Director. This role ensures efficient operation of the Executive Director’s Office and smooth interaction with internal and external stakeholders. The Executive Assistant will serve as the primary administrative contact for the EDO and bring exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment with discretion and professionalism.

Responsibilities

• Coordinate calendar, appointments, travel arrangements and itineraries for the Executive Director; resolve conflicts and ensure efficient use of executive time.
• Screen, prioritize, and respond to incoming communications, directing items to appropriate members of the Executive Director’s Office as appropriate.
• Prepare, edit, format, and assemble correspondence, reports, presentations, and briefing materials for internal and external stakeholders.
• Coordinate agendas, materials, logistics, and scheduling for Board of Directors and committee meetings, ensuring accurate documentation and timely distribution of materials.
• Maintain filing systems, databases, and repositories for executive and governance records, ensuring confidential document management.
• Track action items and follow-up tasks from meetings and communications, ensuring deadlines are met and issues are escalated appropriately.
• Build strong working relationships with division Administrative Assistants to ensure effective communication and alignment of priorities.

Education

• Post-secondary diploma or degree in Business Administration, Office Management, Communications, or a related field.
• Additional certifications in Executive Assistance, Office Administration, Project Coordination, or Governance Support are considered an asset.

Experience

• Minimum 3 years’ experience providing executive-level support in a complex organizational setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Superior organizational, time management and multitasking skills with strong attention to detail.
• Excellent written and verbal communication skills, with the ability to interact professionally with executives, staff and external stakeholders.
• Proven ability to manage sensitive information with discretion and confidentiality.
• Experience coordinating executive-level meetings.

Salary and Benefits

Salary will be determined by qualifications and experience and includes an attractive benefits package.

How to Apply

All applications must be submitted to the job email. Please do not fax or mail your applications. By applying, your application becomes available to managers immediately. Interested candidates should include a cover letter and resume.

Closing Date

Closing date: September 30, 2025. Applications will be accepted until 23:59 Eastern Time.

Equal Employment Opportunity

SNOLAB is committed to equity in employment and encourages applications from all qualified applicants, including women, Indigenous persons, members of visible minorities and persons with disabilities. In accordance with Canadian immigration requirements, priority will be given to Canadian citizens and permanent residents. SNOLAB will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant’s accessibility needs.

Further information about SNOLAB may be found at SNOLAB.