Executive Assistant

QY Search & Advisory; Mississauga; Hybrid; CAD 85,000 - 95,000; Full time

Job summary

A leading public-sector organization in Ontario's energy industry is looking for an experienced Executive Assistant to support senior HR leadership. The role involves calendar management, board support, and administrative coordination in a collaborative environment, offering a competitive salary, benefits from day one, and a supportive culture.

Benefits

4 weeks vacation

Full health benefits from day one

Strong pension plan

Inclusive culture

Professional HR team support

Easy transit access

Free parking

Qualifications

• 4+ years of Executive Assistant experience supporting senior executives.
• 6+ years total administrative experience.
• Comfortable working independently and collaboratively.

Responsibilities

• Manage calendar and travel logistics for the VP and HR Directors.
• Coordinate Board HR & Governance Committee logistics.
• Organize meetings, catering, and venue booking.

Skills

Organized

Proactive

Detail-oriented

Strong relationship-building skills

Excellent judgment

Time management

Microsoft 365 proficiency

Tools

Microsoft 365

Diligent

Job description

Location: Mississauga, ON (Hybrid: 2 days in office, 3 days remote) & monthly visits to downtown location.

Industry: Publicly regulated organization in Ontario's energy and infrastructure sector

Work Hours: Monday to Friday, 9:00 AM – 5:00 PM (flexible, results-oriented)

Salary: $85,000 – $95,000 (some flexibility beyond this for exceptional candidates) + full benefits + pension + 4 weeks vacation

Position Overview

We are partnering with a respected public-sector organization in Ontario's energy industry to recruit an experienced Executive Assistant. This role supports the Vice President of Human Resources and senior HR leadership in a collaborative, high-performing environment. If you're proactive, tech-savvy, and skilled in managing executive-level operations, this is an ideal opportunity.

Responsibilities include:

• Executive Support: Manage calendar scheduling and travel logistics for the VP and HR Directors (3), prepare confidential correspondence, reports, and meeting summaries, act as a gatekeeper and point of contact for internal and external communications.
• Governance & Board Support: Coordinate Board HR & Governance Committee logistics, including uploading materials to Diligent, draft agendas, track action items, and ensure proper document flow.
• Administrative Coordination: Organize meetings (on-site and off-site), including catering and venue booking, track key projects, deliverables, and timelines, maintain logs for vacation, training, and attendance, ensure compliance with policies, and coordinate onboarding activities.
• Finance & Procurement: Support credit card reconciliations, invoice processing, purchase orders, and budget planning; represent HR in space planning and facility discussions.
• Technology & Process Improvement: Use Microsoft 365 (Outlook, Excel, SharePoint, Teams) to drive process improvements and embrace new technologies (e.g., AI tools like MS CoPilot) to enhance workflow efficiency.

Qualifications:

• 4+ years of Executive Assistant experience supporting senior executives, preferably in public sector or corporate setting
• 6+ years of total administrative experience
• Strong relationship-building skills and excellent judgment in managing confidential matters
• Organized, proactive, and detail-oriented with excellent time management
• Proficient in Microsoft 365; familiarity with Diligent or board software is a strong asset
• Comfortable working independently and collaboratively in a fast-paced environment

What’s in it for you:

• Salary: $85,000 – $95,000 (higher for top candidates)
• 4 weeks of vacation (starting next year)
• Full health benefits from day one
• Strong pension plan + flex credits for additional vacation
• Supportive, inclusive culture with a professional HR team
• Leadership that values innovation, autonomy, and collaboration
• Opportunity to work closely with a respected HR executive
• Team environment that promotes growth, balance, and new ideas
• Transit accessible location, free parking

How to Apply:

If this Executive Assistant position aligns with your experience, please apply immediately. Feel free to send your resume along with a brief paragraph explaining why you’re a great fit. We look forward to hearing from you!