Executive Assistant to Senior Leader – Hybrid

Fanshawe International; London; Hybrid; CAD 72,000 - 103,000; Full time

Benefits offered by this job

Comprehensive Pension

Vacation & Benefits

Professional Development

Inclusive Campus Culture

Job summary

Fanshawe College in London, Ontario, is seeking a Senior Leader Assistant to support a senior leader with administrative operations in a hybrid work environment. The role emphasizes proactive time management, confidentiality, and professional collaboration to ensure efficient daily workflows.

The position requires a 2-year diploma and at least 4 years of administrative experience supporting senior leadership, with strong Microsoft Office skills and excellent communication abilities.

Qualifications

• 2-year post-secondary diploma in business administration, office administration, public administration, or a related field is required
• Minimum 4 years' of administrative support experience in a busy office environment, preferably supporting senior‑level management or leadership
• An equivalent combination of education and experience may be considered
• Demonstrated experience managing calendars, scheduling meetings, and coordinating logistics for multiple stakeholders
• Proven ability to draft, proofread, and distribute professional correspondence and meeting materials
• Experience in taking meeting minutes and accurately documenting discussions and action items
• Familiarity with basic budget tracking, processing expense claims, and working with financial or procurement procedures
• Experience communicating effectively with a variety of internal and external stakeholders
• Proficient in using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable with electronic document management and scheduling systems

Responsibilities

• Manage front-office interactions with discretion, greeting visitors while safeguarding confidential discussions
• Oversee and protect access to the senior leader’s calendar, scheduling meetings, appointments, and events while maintaining strict confidentiality of engagements
• Resolve scheduling conflicts with strategic prioritization, ensuring secure time allocation for high-level discussions and confidential matters
• Arrange logistics for meetings, including booking meeting rooms and virtual platforms to support confidential conversations
• Prepare and distribute classified meeting materials, ensuring controlled access to sensitive documents and briefing notes
• Provide proactive reminders of upcoming high-priority commitments, anticipating confidential requirements and deadlines
• Handle rescheduling and cancellations discreetly, balancing confidentiality and operational flexibility while minimizing disruptions
• Draft, proofread, and format leadership correspondence, including letters, briefing notes, confidential reports, and presentations
• Take comprehensive meeting minutes, tracking key discussions, strategic decisions, and actionable follow‑ups while maintaining strict confidentiality; promptly distribute finalized records to relevant stakeholders
• Ensure all written communications reflect a professional tone and style appropriate to the senior leader’s office
• Handle sensitive administrative matters with professionalism, ensuring confidentiality and appropriate escalation when necessary
• Assist in managing confidential discussions and departmental issues, offering discreet coordination and support in resolving challenges
• Provide research and insights on operational concerns, supporting informed decision‑making for management leaders
• Draft, review, and maintain confidential correspondence and reports, ensuring accuracy and discretion in all communications
• Ensure compliance with college policies, ensuring regulatory and institutional governance requirements are met
• Maintain knowledge of institutional policies, procedures, and strategic priorities

Skills

Calendar management

Meeting scheduling

Minutes taking

Correspondence drafting

Budget tracking

Budget processing

Stakeholder communication

Microsoft Office

Travel coordination

Team coordination

Education

2-year post-secondary diploma in business administration, office administration, public administration, or a related field

Tools

Microsoft Office Suite

Job description

Fanshawe College in London, Ontario, is seeking a Senior Leader Assistant to support a senior leader with administrative operations in a hybrid work environment. The role emphasizes proactive time management, confidentiality, and professional collaboration to ensure efficient daily workflows.

The position requires a 2-year diploma and at least 4 years of administrative experience supporting senior leadership, with strong Microsoft Office skills and excellent communication abilities.