Executive Assistant

University Students' Council at Western University; London; On-site; CAD 50,000 - 55,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to provide vital administrative and organizational support to their executive team. This role involves managing schedules, coordinating meetings, and ensuring smooth office operations in a dynamic, student-focused environment. The ideal candidate will possess exceptional attention to detail, strong time management skills, and a passion for working with student leaders. This position offers a unique opportunity to contribute to a fast-paced organization while enjoying a range of benefits, including health coverage and professional development allowances.

Benefits

Cell phone Stipend

Transportation Stipend

Competitive Health and Dental Benefits

Extensive Mental Health Coverage

Wellness Allowance

Paid December Holiday Break

Paid June/July Fridays off

Paid first week of July off

Additional Vacation entitlement

Group Pension/RRSP

Qualifications

• 2-4 years experience providing administrative support for senior leaders.
• Advanced computer skills and experience with various software tools.

Responsibilities

• Manage schedules, coordinate meetings, and organize travel for the Executive team.
• Provide administrative support to various committees and ensure efficient office operations.

Skills

MS Office

Google Workspace

Trello

Monday.com

Attention to detail

Time management

Customer service

Confidentiality

Education

College or University diploma in Business Management/Administration

Job description

Position Title: Executive Assistant

Classification: Management

Supervisor: Manager, Leadership Support

Remuneration: $50,000 - $55,000

Employment Type: Full-Time, Permanent

JOB SUMMARY:

The Executive Assistant provides administrative and organizational support to the Executive team of the University Students' Council (USC). Key duties include managing schedules, coordinating meetings, organizing travel, and supporting office operations. This role requires strong attention to detail, time management, confidentiality, and the ability to build positive relationships with student leaders, staff, and external partners in a fast-paced, student-focused environment.

DUTIES AND RESPONSIBILITIES:

Administrative Support

• Schedule Executive meetings: prepare agendas, coordinate invites, and send callouts for meetings as requested.
• Ensure that the activities/meetings of the Executive are organized and scheduled for optimized efficiency.
• Prepare agendas, coordinate invites, and send callouts for meetings as requested.
• Assist the Executive in the completion of monthly Visa statements.
• Assist in providing administrative support to the Executive Council, including but not limited to scheduling meetings and taking minutes.
• Assist in providing administrative support to the Student Services Committee, including but not limited to scheduling meetings and taking minutes.
• Assist in providing administrative support to the UCC Coordinating Committee, including but not limited to scheduling meetings and taking minutes.
• Coordinate and execute all travel bookings for the Executive.

Office Management

• Work with the Manager, COO Projects to provide Front Desk support and coverage.
• Management of Amazon ordering, office supply request process, ordering and maintenance of supplies, Ricoh printer programming, and mail allocation.
• Assist the Manager, COO Projects in maintaining Office Hospitality Management, including but not limited to the Snack and Coffee programs.
• Ensure offices are cleaned and ready for new Executives, complete with name placards and card access.
• Ensure procurement, framing, and placement of Executive and Board photos in main office entry, as well as board rooms.

QUALIFICATIONS:

Knowledge, Skills and Abilities:

• Ability to work in a fast paced, dynamic environment
• Advanced computer skills and experience using MS Office, Google Workspace, Trello, Monday.com.
• Exemplary attention to detail and accuracy, time management, ability to multitask
• Experience in supporting senior level executives.
• Ability to identify opportunities for improvement, while being open to trying new ideas and working methods.
• Must have a passion for working with student leaders and be committed to lifelong learning and continuous improvement.
• Competency to maintain confidentiality and treat sensitive information with discretion.
• Ability to summarize information and disseminate to others effectively in a timely manner.
• Ability to maintain a positive, outgoing attitude with genuine customer service orientation.

Education

• College or University diploma in Business Management/Administration

Experience

• 2-4 years experience providing administrative support and customer service for senior leaders

KEY RELATIONSHIPS

• USC Senior Management Team
• USC Executives
• USC Management Staff
• Select Western Admin Staff
• External Partners

WORKING CONDITIONS

• Frequent sitting at a computer and occasional light lifting.
• Evening and Weekend work will be required on occasion however the core working hours are Monday-Friday 9:00am-5:00pm.
• Fast paced and exciting work environment with the opportunity for a unique experience every day.
• This position is required to work in person in the office.
• Access to a vehicle is an asset as occasional errands will be required.

ADDITIONAL BENEFITS

• Cell phone Stipend
• Transportation Stipend
• Competitive Health and Dental Benefits
• Extensive Mental Health Coverage
• Wellness Allowance
• Paid December Holiday Break
• Paid June/July Friday’s off
• Paid first week of July off
• Additional Vacation entitlement
• Group Pension/RRSP
• Merit Bonus
• Professional Development Allowance
• Education Allowance for Candidate (Includes Family Members)
• Flexible Health Spending Account
• In-Office Gym Facilities

Additional pay:

• Bonus pay

Benefits:

• Casual dress
• Commuter benefits
• Company events
• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site gym
• On-site parking
• Paid time off
• RRSP match
• Tuition reimbursement
• Vision care
• Wellness program

Schedule:

• Monday to Friday

Ability to commute/relocate:

• London, ON N6A 3K7: reliably commute or plan to relocate before starting work (required)

Application deadline: 2025-05-23

Expected start date: 2025-06-16