Senior Leader Assistant

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

Benefits offered by this job

Comprehensive Pension & Benefits

Vacation & holidays

Tuition & Professional Development

Inclusive campus environment

Job summary

Fanshawe College is seeking a Senior Leader Assistant to support the Executive Director, Information Technology Services, in a fast-paced, confidential environment at London, Ontario. This full-time hybrid role emphasizes calendar management, meeting minutes, and strategic administrative support.

You will coordinate complex schedules, prepare materials, assist with budget tracking, and collaborate with multiple internal and external stakeholders to advance ITS priorities.

Qualifications

• 2-year post-secondary diploma in Business Administration, Office Administration, Public Administration, or a related field.
• Minimum 4 years of administrative support experience in a busy office environment, preferably supporting senior-level management.
• 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 taking meeting minutes and documenting discussions and action items.

Responsibilities

• Manage front-office interactions and calendar for senior leader with confidentiality.
• Draft, proofread, and format leadership correspondence and briefing notes.
• Take comprehensive meeting minutes and distribute finalized records.
• Coordinate departmental projects, travel, and procurement tasks.
• Assist in budget tracking and financial processes with discretion.

Skills

Calendar management

Minute taking

Drafting & proofreading

Stakeholder communication

Budget tracking

MS Office proficiency

Education

2-year post-secondary diploma in Business Administration or related

Tools

Microsoft Office Suite

Electronic document management

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:September 25, 2026Campus Location:London, ONDepartment:ITS1 Information Technology ServicesEmployment Group:AdministrativePay Details:$72,114.00 - $102,918.00 SalaryWorker Sub-Type:RegularTime Type:Full timeRemote Type:HybridContract 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 vacancy.Work Mode: Hybrid – This position requires minimum 3 days onsite per week.Why this Role is ImportantInformation Technology Services (ITS) is helping shape the future of Fanshawe through digital transformation, cybersecurity, modern technology services, and institution-wide innovation. This is a time of significant change and opportunity, and we are looking for someone who wants to be part of that journey.As the Senior Leader Assistant supporting the Executive Director, Information Technology, you will play an important role in helping a busy leadership team stay organized, focused, and moving forward. You will be exposed to a wide variety of strategic initiatives, priorities, and stakeholders while contributing to work that has a meaningful impact across the College. This role offers a unique opportunity to gain insight into executive leadership, technology strategy, organizational change, and decision making at a senior level.We are looking for someone who thrives in a fast-paced environment, enjoys managing multiple priorities, takes initiative, and brings a positive, solutions-focused approach to their work. In return, you will have the opportunity to learn, grow, build valuable relationships across the institution, and contribute to a team that is driving meaningful change.The Senior Leader Assistant supports their leader by ensuring effective daily operations and execution of administrative tasks. This role requires a proactive and organized individual who can manage time-sensitive tasks, interact with a variety of internal and external stakeholders, and contribute to the smooth functioning of the department or unit. The Senior Leader Assistant is entrusted with handling moderately confidential matters and supporting operational needs with accuracy and professionalism.How You’ll Make an ImpactCalendar & Communications ManagementManage front-office interactions with discretion, greeting visitors while safeguarding confidential discussions and ensuring professional, tactful communicationOversee and protect access to the senior leader’s calendar, scheduling meetings, appointments, and events while maintaining strict confidentiality of engagementsResolve scheduling conflicts with strategic prioritization, ensuring secure time allocation for high-level discussions and confidential mattersArrange logistics for meetings, including booking meeting rooms and virtual platforms to support confidential conversationsPrepare and distribute classified meeting materials, ensuring controlled access to sensitive documents and briefing notesProvide proactive reminders of upcoming high-priority commitments, anticipating confidential requirements and deadlinesHandle rescheduling and cancellations discreetly, balancing confidentiality and operational flexibility while minimizing disruptionsConfidential & Strategic Administrative SupportDraft, proofread, and format leadership correspondence, including letters, briefing notes, confidential reports, and presentations, ensuring clarity, accuracy, and alignment with institutional prioritiesTake comprehensive meeting minutes, tracking key discussions, strategic decisions, and actionable follow-ups while maintaining strict confidentiality; promptly distribute finalized records to relevant stakeholdersEnsure all written communications reflect a professional tone and style appropriate to the senior leader’s officeHandle sensitive administrative matters with professionalism, ensuring confidentiality and appropriate escalation when necessaryAssist in managing confidential discussions and departmental issues, offering discreet coordination and support in resolving challengesProvide research and insights on operational concerns, supporting informed decision-making for management leadersDraft, review, and maintain confidential correspondence and reports, ensuring accuracy and discretion in all communicationsEnsure compliance with college policies, ensuring regulatory and institutional governance requirements are metMaintain knowledge of institutional policies, procedures, and strategic prioritiesProject & Administrative SupportAssist with coordinating departmental projects and initiatives, maintaining timelines and tracking progressGather and compile data for reports and presentations, ensuring accuracySupport general administrative tasks, including booking travel and managing office suppliesFacilitate team coordination and communicationAssist in monitoring key performance indicators (KPIs) for departmental initiativesSupport the senior leader or department staff by managing digital tools, databases, and communication platforms to enhance efficiencyAssist in planning and executing leadership retreats, professional development workshops, or department-wide events, when requiredConfidential Budget & Financial SupportAssist in processing expense claims, purchase requisitions, and invoice trackingMonitor and maintain departmental budget expenditures, preparing summaries and reports while maintaining discretion on confidential financial mattersEnsure compliance with institutional financial policies, safeguarding sensitive and confidential financial data and adhering to confidentiality guidelinesCoordinate with various college teams, facilitating secure financial operations and managing confidential transactions as neededStakeholder CommunicationFacilitate committee communications, scheduling, and logistics, including corresponding with committee members, arranging meeting facilities, travel accommodations, and refreshments as neededRespond to routine inquiries from internal and external stakeholdersCoordinate communication flows between the senior leader and other departments or partnersFacilitate timely and accurate information sharingRecords & FilingMaintain organized administrative systems, files, and databasesEnsure compliance with college policies for records management and document retentionRegularly update and archive records to support operational efficiencyPerform other duties as assignedPerforms other related duties as assignedWhat You’ll Bring2-year post-secondary diploma in Business Administration, Office Administration, Public Administration, or a related fieldMinimum 4 years of administrative support experience in a busy office environment, preferably supporting senior-level management or leadershipAn equivalent combination of education and experience may be consideredDemonstrated experience managing calendars, scheduling meetings, and coordinating logistics for multiple stakeholdersProven ability to draft, proofread, and distribute professional correspondence and meeting materialsExperience in taking meeting minutes and accurately documenting discussions and action itemsFamiliarity with basic budget tracking, processing expense claims, and working with financial or procurement proceduresExperience communicating effectively with a variety of internal and external stakeholdersProficient in using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable with electronic document management and scheduling systemsWhat 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 a highly organized and proactive administrative professional who thrives in a fast-paced environment, exercises sound judgment and discretion, and takes pride in keeping senior leaders organized and priorities moving forward, we encourage you to apply.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.