Executive Assistant to Senior Vice-President Academic

Fanshawe College; London; On-site; CAD 80,000 - 120,000; Full time

Benefits offered by this job

Pension plan

Paid vacation

Professional development

Inclusive campus culture

Job summary

Fanshawe College is seeking an Executive Assistant to the VP for Academic Services at the London campus. The role provides expert-level administrative, project, and strategic support in a confidential environment, coordinating calendars, meetings and governance activities.

You will prepare briefing notes, reports and presentations, manage sensitive information with discretion, and liaise with senior leaders and external partners to advance institutional priorities.

Qualifications

• Post-secondary 3-year diploma/degree in Business Administration, Office Administration or related field.
• Minimum 7 years of executive-level administrative support experience.
• Proven ability to handle confidential and politically sensitive information.
• Experience preparing briefing materials, reports and presentations for leaders.

Responsibilities

• Manage the executive's complex calendar and communications with discretion.
• Screen, triage and respond to emails and calls on behalf of the leader.
• Prepare confidential briefing notes, reports and presentations.
• Coordinate internal and external meetings, boards, and governance processes.
• Track action items and support decision-making with insights.
• Liaise with senior leaders, board members and external partners.

Skills

Calendar management

Executive support

Communications

Stakeholder relations

Governance knowledge

Education

Post-secondary 3-year diploma/degree in Business Administration

Job description

If you are a current Fanshawe College employee, please apply to jobs directly through Workday . Do not apply on the external career page.Interested in growing your career at Fanshawe College?Fanshawe College thrives because of its people. We foster a culture of excellence and see opportunities to turn potential into impact. Leading with empathy, belonging, unity, learning and courage, we guide the learning journey of our students, ensuring they are ready for work and life, today and tomorrow.Working at Fanshawe CollegeFanshawe College is committed to the principles of hybrid work and may offer this option to employees whose work can be performed in an alternate location, without adverse impact to the operations of the College, inclusive of our Student and Staff experience. Confirmation of hybrid work options available to you will be clarified upon hire and may be subject to change based on the duties required of your position. Successful candidates will be required to perform work within Ontario and must be available to work on campus, as required.Posting Closing Date:October 29, 2026Campus Location:London, ONDepartment:VPA1 Academic ServicesEmployment Group:AdministrativePay Details:$80,478.00 - $120,360.00 SalaryWorker Sub-Type:RegularTime Type:Full timeRemote Type:In-PersonContract End Date:Hours of Work per Week:37.5Job Description:Note: This is for 1 Regular Full-Time vacancy. This position is deemed a critical replacement vacancy.Why this Role is ImportantReporting to the Vice President or member of the Executive Leadership Team (ELT), the Executive Assistant is a high-impact role providing expert-level administrative, project, and strategic support in a confidential and politically sensitive environment. This role is central to the effective operation of the executive office, requiring superior organizational skills, discretion, and proactive initiative. The Executive Assistant acts as an extension of their leader, proactively anticipating needs, managing complex calendars, coordinating high-level initiatives, and serving as a critical liaison across the institution and with external stakeholders.How You’ll Make an ImpactExecutive Calendar & Communications ManagementManage front-office interactions, greeting visitors and ensuring professional, tactful communication with executives, government officials, and external stakeholdersManage and optimize the executive’s complex calendar, including scheduling high-priority meetings and engagementsScreen, triage, and prioritize incoming communications (emails, calls,correspondence), drafting and responding on behalf of the leader when appropriateMonitor key deadlines and upcoming commitments to ensure the executive office is well-prepared and informedConfidential & Strategic Administrative SupportManage confidential and high-stakes situations, escalating matters appropriately when neededHandle sensitive negotiations and crisis management with discretion and sound judgmentSupport executive decision-making by providing well-researched insights on sensitive issuesPrepare confidential briefing notes, reports, presentations, and correspondence with accuracy and discretionSupport governance and policy processes through timely documentation, meeting preparation, and strategic follow-upMaintain awareness of emerging priorities and provide research and insight to support executive decision-makingOversee compliance with college policies, ensuring regulatory and institutional governance requirements are metMaintain deep knowledge of institutional policies, procedures, and strategic prioritiesMeeting & Event CoordinationPlan and coordinate internal and external meetings, leadership team sessions, board and committee meetings, stakeholder engagements, and strategic retreats, ensuring cost-effective and logistical efficiencyManage meeting logistics including agendas, materials preparation, minute-taking, and follow-up action trackingProvide confidential administrative support for committees and councils, including agenda creation, document preparation, and action item monitoringStakeholder Liaison & Relationship ManagementServe as a key liaison between the executive’s office and senior executives, board members, government officials, and external partnersCultivate strong, professional relationships that facilitate collaboration, diplomacy, and effective communicationNavigate complex governance, political, and regulatory matters with diplomacy and professionalismCollaborate with other executive assistants and administrative teams to manage peak workloads and provide cross-departmental supportInterpret and explain departmental and college policies, referring complex issues to leadership as neededProcess Improvement, Budget Oversight & Initiative SupportIdentify opportunities to streamline administrative workflows and improve efficiency within the executive officeLead or support special projects and initiatives aligned with the executive’s office strategic objectivesDevelop tools, templates, and processes to support project tracking, alignment, and reportingMonitor and maintain departmental budget, overseeing financial summaries and expense approvalsLead the preparation of the annual operating budget in collaboration with relevant stakeholdersAssess expense claims for compliance with institutional policies and proceduresRecords & Document ManagementPrepare, organize, maintain, and safeguard confidential files, correspondence, and institutional recordsEnsure document version control, accessibility, and compliance with information management standardsMonitor the timely review, archival, and disposal of executive documents in accordance with institutional policiesTrack and follow up on action items from committee meetings to ensure progress on key initiativesWhat You'll BringPost-secondary 3 year diploma/degree in Business Administration, Office Administration, Public Administration or a related fieldMinimum 7 years’ of related and progressive experience in executive-level administrative support within a complex, high-paced organizationDemonstrated experience managing the calendar, communications, and priorities of a senior executive or leadership team memberProven track record of handling confidential and politically sensitive information with discretion and sound judgmentExperience preparing high-quality briefing materials, reports, and presentations for internal and external stakeholdersSuccessful coordination of executive meetings, board sessions, or high-profile events, including logistics and documentationStrong experience liaising with senior leaders, board members, and external partners across diverse sectors or organizational levelsWhat This Opportunity OffersComprehensive Pension & Benefits : Join a defined-benefit pension plan (through the CAAT Pension Plan) that delivers predictable lifetime retirement income, plus dental, disability, travel insurance and extended health coverage.Vacation: Enjoy paid time off and benefit from a scheduled holiday closure that offers additional rest and time with family during the winter seasonTuition & Professional Development : Continue your learning journey — eligible employees and their dependents can take select Fanshawe programs or courses at a reduced costInclusive, Meaningful Campus environment : Work alongside passionate colleagues in an inclusive culture that values diversity, drives student success, and connects you to the local community and campus life.Ready to Apply?If you’re ready to strengthen our student experience and contribute to something bigger — we’d love to hear from you. Submit your application by the specified closing date.Fanshawe College uses Workday to manage recruitment and hiring processes.Educational CredentialsWhile transcripts are not required for the interview, they are mandatory as a condition of employment.Equity, Diversity and InclusionFanshawe College is an equal opportunity employer. We are committed to equity, value diversity, and welcome applicants from diverse backgrounds.AccommodationFanshawe College provides accommodations to job applicants with disabilities throughout the hiring process. If a job applicant requires an accommodation during the application process or through the selection process, the hiring manager and the recruiter leading the recruitment will work with the applicant to meet the job applicant’s accommodation needs. Accommodation requests per the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act can be emailed to: [e-mail] AcknowledgementFanshawe College would like to acknowledge and honour the Anishinaabe, Lotinuhsyuní and Lenape people of southwestern Ontario as the traditional owners and custodians of the lands and waterways where Fanshawe College is located.We thank all applicants for their interest; however, only those chosen for an interview will be contacted.