Executive Assistant, VP of HR

QY Search & Advisory; Mississauga; Hybrid; CAD 85,000 - 100,000; Full time

Job summary

A leading company in Ontario's energy sector is seeking an Executive Assistant for the VP of HR, offering a supportive hybrid workplace. This high-impact role requires expertise in executive operations and strong organizational skills, with a competitive salary and benefits including 4 weeks of vacation and a robust pension plan.

Benefits

4 weeks of vacation

Full health benefits from day one

Strong pension plan + flex credits for additional vacation

Supportive, inclusive culture

Opportunity to work closely with a forward-thinking HR executive

Accessible location with free parking

Qualifications

• 6+ years supporting senior executives, preferably in public or corporate sectors.
• Strong relationship-building skills and excellent judgment regarding confidentiality.
• Organized, proactive, detail-oriented, with excellent time management.

Responsibilities

• Manage calendar scheduling and travel logistics for the VP and HR Directors.
• Coordinate Board HR & Governance Committee logistics, including uploading materials to Diligent.
• Support credit card reconciliations, invoice processing, purchase orders, and budget planning.

Skills

Relationship-building

Confidentiality

Time Management

Detail-oriented

Proactive

Tools

Microsoft 365

Diligent

Job description

Job Title : Executive Assistant, VP of HR

Location : Mississauga, ON (Hybrid: 2 days in office, 3 days remote)

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 – $100,000 (with some flexibility 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.

Key Responsibilities :

1. Executive Support

• Manage calendar scheduling and travel logistics for the VP and HR Directors
• Prepare confidential correspondence, reports, and meeting summaries
• Act as a gatekeeper and point of contact for internal and external communications

1. Governance & Board Support

• Coordinate Board HR & Governance Committee logistics, including uploading materials to Diligent
• Draft agendas, track action items, and ensure proper document flow

1. Administrative Coordination

• Organize meetings (on-site and off-site), including catering and venue booking
• Track key projects, deliverables, and timelines on behalf of the VP
• Maintain vacation, training, and attendance logs for the HR team
• Ensure compliance with corporate policies and coordinate onboarding activities

1. Finance & Procurement

• Support credit card reconciliations, invoice processing, purchase orders, and budget planning
• Represent HR in space planning and facility coordination discussions

1. Technology & Process Improvement

• Utilize Microsoft 365 (Outlook, Excel, SharePoint, Teams) to enhance workflows
• Embrace new technologies (e.g., AI tools like MS CoPilot) to improve efficiency

Qualifications :

• 6+ years supporting senior executives, preferably in public or corporate sectors
• Strong relationship-building skills and excellent judgment regarding confidentiality
• Organized, proactive, detail-oriented, with excellent time management
• Proficient in Microsoft 365; familiarity with Diligent or similar board software is a plus
• Ability to work independently and collaboratively in a fast-paced environment

What’s in it for you :

• Salary: $85,000 – $100,000 (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 forward-thinking HR executive
• Work in a team that encourages growth, balance, and new ideas
• Accessible location with free parking

How to Apply :

If this position aligns with your experience and career goals, 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!