Executive Assistant to the SVP, Research

Altis Recruitment; Toronto; On-site; CAD 65,000 - 85,000; Full time

Job summary

A leading recruitment firm in Canada is seeking a proactive Executive Assistant to support the Senior Vice President in a fast-paced environment. This role involves managing calendars, drafting documents, coordinating meetings, and liaising with various stakeholders. Ideal candidates will have extensive experience in administrative roles, exceptional communication skills, and the ability to handle sensitive information. The position offers a competitive salary, comprehensive benefits, and a collaborative work setting.

Benefits

3 weeks' vacation

Comprehensive Benefits Program (Health, Dental, Vision)

HOOPP (Healthcare of Ontario Pension Plan)

Qualifications

• 5-7 years of senior-level administrative support experience required.
• Proficiency in managing sensitive information and communication with executives.
• Experience coordinating activities and managing multiple priorities.

Responsibilities

• Manage complex calendars and prioritize correspondence for the SVP.
• Draft and review documents and organize meetings and events.
• Support strategic initiatives and maintain filing systems.

Skills

Communication

Organizational Skills

Problem-Solving

Discretion

Education

Post-secondary education

Tools

Microsoft Office Suite

Job description

We are seeking a highly skilled and proactive Executive Assistant to provide senior-level administrative support in a fast-paced, mission-driven environment. This individual will play a key role in enabling effective leadership operations, managing high-level priorities, and ensuring seamless execution of strategic and day-to-day activities.

Reporting directly to the Senior Vice President, Research, the Executive Assistant will act as a trusted partner, working independently with sound judgment, managing sensitive information with discretion, and collaborating closely with other senior administrative professionals to support executive committees, working groups, and institutional initiatives.

Roles and Responsibilities

• Manage complex calendars, appointment schedules, and meeting logistics for the SVP, proactively identifying priorities, deadlines, and potential conflicts.
• Screen and prioritize all correspondence, phone calls, and emails with a high degree of discretion and judgment.
• Draft, review, and edit high-quality documents including reports, academic CV updates, grant submissions, and correspondence.
• Organize meetings, events, and conferences including room bookings, equipment setup, catering, and travel arrangements.
• Prepare agendas, presentations, meeting minutes, and briefing materials.
• Support special projects and strategic initiatives by coordinating activities, tracking progress, and preparing relevant documentation.
• Maintain an organized filing system and oversee office supply and procurement processes.
• Provide payroll and invoice submission support.
• Assist with planning and delivery of institutional events and internal communications.
• Liaise with internal departments, committees, and external partners on behalf of the SVP as needed.

Qualifications and Skills

• Minimum of 5-7 years of experience in senior-level administrative support roles, preferably in academic, healthcare, or research-based settings.
• Demonstrated ability to manage sensitive and confidential information with discretion and professionalism.
• Exceptional communication skills, both written and verbal, with a proven ability to interact effectively with executive leadership, staff, and external stakeholders.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with academic systems or collaborative tools is an asset.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities and competing deadlines.
• Self-motivated, proactive, and capable of independent problem-solving and decision-making.
• Comfortable working in a highly collaborative, dynamic team environment.
• Familiarity with grant processes, academic CVs, and committee coordination is highly valued.

Education

• Post-secondary education is required; executive assistant or business administration training is an asset.

Benefits

• 3 weeks' vacation
• Comprehensive Benefits Program (Health, Dental, Vision)
• HOOPP (Healthcare of Ontario Pension Plan)