Executive Assistant & HR Coordinator

ASSA ABLOY Group; Oakville; On-site; CAD 70,000 - 80,000; Full time

Job summary

The ASSA ABLOY Group in Oakville, Ontario seeks an Executive Assistant & HR Coordinator to provide high-level support to our President and VP leadership team while coordinating day-to-day HR operations. This role blends executive/office support with HR administration and requires proactive organisation and seamless cross-team collaboration.

You will manage calendars, travel, meetings, and prepare agendas and presentations.

Qualifications

• Experience in executive administration
• HR coordination and administration
• Office management or related areas
• Excellent written and verbal communication
• Discretion with confidential information
• Ability to manage multiple priorities

Responsibilities

• Provide executive support to the President and VP leadership team.
• Manage calendars, meetings, travel, expenses and competing priorities.
• Coordinate leadership meetings, planning sessions and key business activities.
• Prepare agendas, presentations, meeting materials and communications.
• Track actions, decisions and commitments and ensure timely follow-up.
• Anticipate needs and help keep leadership priorities moving forward.
• Coordinate HR documentation, communications and system updates.
• Coordinate day-to-day office operations and workplace needs.
• Manage vendors, supplies and general office administration.
• Coordinate company events, employee celebrations and leadership visits.
• Support HR processes, documentation and reporting.

Skills

Executive Administration

HR Coordination

Office Management

Calendar & Travel Management

MS 365 Proficiency

Communication

Discretion with Confidential Info

Stakeholder Management

Team Coordination

Education

Post-secondary education in HR/Business Administration (asset)

Tools

Outlook

Teams

Word

Excel

PowerPoint

Microsoft 365

Job description

Reports to: Vice President, Human Resources

Supports: President and VP Leadership Team

We're looking for a highly organised, proactive and resourceful Executive Assistant & HR Coordinator to provide executive support to our President and VP leadership team while supporting the day-to-day operations of our HR function.This is a broad, highly visible role with a roughly equal focus on executive and office support and HR coordination and administration. You'll help our leaders stay organised, prepared and focused while supporting the systems, processes and administration that keep HR running smoothly.You're someone who anticipates what's needed, takes ownership and follows through. You're equally comfortable preparing for a leadership meeting, working within HR systems, coordinating across teams, organising an employee event or solving an office issue.

What You'll Do

• Provide executive support to the President and VP leadership team.
• Manage calendars, meetings, travel, expenses and competing priorities.
• Coordinate leadership meetings, planning sessions and key business activities.
• Prepare agendas, presentations, meeting materials and communications.
• Track actions, decisions and commitments and ensure timely follow-up.
• Anticipate needs and help keep leadership priorities moving forward.
• Coordinate special projects and cross-functional activities.
• Handle sensitive and confidential information with discretion.

HR Coordination & Administration

• Provide administrative and operational support across HR and its different functional areas.
• Support HR systems, employee information, records and data accuracy.
• Assist with HR processes, documentation, reporting and recurring administrative activities.
• Coordinate employee-related documentation, communications and system updates.
• Support HR programmes, projects and initiatives through effective organisation and follow-through.
• Prepare HR materials, presentations, reports and communications.
• Help employees navigate routine HR questions and connect them with the appropriate HR resource.
• Identify opportunities to simplify and improve HR administrative processes.

Office Management & Employee Experience

• Coordinate day-to-day office operations and workplace needs.
• Manage vendors, supplies, facilities requirements and general office administration.
• Serve as a go-to resource for employees on workplace matters.
• Coordinate company events, employee celebrations, meetings and leadership visits.
• Help ensure the office is organised, professional and welcoming.
• Proactively resolve issues and look for ways to improve the overall workplace experience.

What You Bring

• Experience in executive administration, HR coordination, office management or a combination of these areas.
• Exceptional organisation, attention to detail and follow-through.
• A proactive, solutions-oriented mindset and strong sense of ownership.
• Ability to manage multiple priorities and support several senior stakeholders.
• Strong systems aptitude and confidence learning new technology.
• Excellent written and verbal communication skills.
• Sound judgement and discretion when handling confidential employee and business information.
• Confidence working with senior leaders and employees at all levels.
• Ability to shift comfortably between high-level priorities and hands-on administrative work.
• Strong Microsoft 365 skills, particularly Outlook, Teams, Word, Excel and PowerPoint.
• Post-secondary education in Human Resources, Business Administration or a related field is an asset.
• Progress towards a CHRP designation is an asset.

What Success Looks Like

• You become a trusted partner to both our leadership team and HR.
• Our President and VPs are organised and prepared, commitments are followed through, HR systems and administration are well supported, and the office runs smoothly.
• You bring structure to a busy environment, stay one step ahead and take pride in making things work better for both leaders and employees.

Compensation Range: $70,000 : $80,000 commensurate with experience

We are the ASSA ABLOY Group

Our people have made us the global leader in access solutions. In return, we open doors for them wherever they go. With nearly 63,000 colleagues in more than 70 different countries, we help billions of people experience a more open world. Our innovations make all sorts of spaces - physical and virtual - safer, more secure, and easier to access.

As an employer, we value results - not titles, or backgrounds. We empower our people to build their career around their aspirations and our ambitions - supporting them with regular feedback, training, and development opportunities. Our colleagues think broadly about where they can make the most impact, and we encourage them to grow their role locally, regionally, or even internationally.

As we welcome new people on board, it's important to us to have diverse, inclusive teams, and we value different perspectives and experiences.