Senior Leader Assistant

The Fanshawe College of Applied Arts and Technology; London; Hybrid; CAD 72,000 - 103,000; Full time

Benefits offered by this job

CAAT Pension Plan

Comprehensive Benefits Package

Generous vacation

Job summary

Fanshawe College is seeking a highly organized Senior Leader Assistant in London, Ontario. The role supports the Executive Director of Information Technology Services, handling calendar management, confidential communications, and strategic administrative duties in a hybrid work environment.

You will draft important correspondence, take minutes, manage budgets, and coordinate with various stakeholders to ensure smooth operations and timely decision-making.

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.
• 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 Microsoft Office Suite and electronic document management and scheduling systems.]

Responsibilities

• Calendar & Communications Management: manage front-office interactions with discretion and safeguard confidential discussions.
• Oversee access to the senior leader’s calendar and schedule meetings with confidentiality.
• Draft, proofread, and format leadership correspondence and briefing notes.
• Take comprehensive meeting minutes and distribute finalized records.
• Confidential Budget & Financial Support: assist in processing expense claims and tracking invoices.
• Stakeholder Communication: coordinate communication flows between the senior leader and other departments.
• Records & Filing: maintain organized administrative systems and ensure compliance with policies.
• Project & Administrative Support: assist in coordinating departmental projects and initiatives and tracking progress.

Skills

Calendar management

Scheduling

Professional correspondence

Meeting minutes

Stakeholder communication

Microsoft Office

Time management

Education

2-year post-secondary diploma in Business Administration/Office Administration

Tools

Microsoft Office Suite

Electronic document management systems

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 College Fanshawe 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 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 Details

• Posting Closing Date: September 25, 2026
• Campus Location: London, ON
• Department: ITS1 Information Technology Services
• Employment Group: Administrative
• Pay Details: $72,114.00 - $102,918.00
• Salary Worker Sub-Type: Regular
• Time Type: Full time
• Remote Type: Hybrid
• Contract End Date:
• Hours of Work per Week: 37.5
• Job 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 Important
• Information 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 Impact

Calendar & Communications Management

Manage front-office interactions with discretion, greeting visitors while safeguarding confidential discussions and ensuring professional, tactful communication

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

Confidential & Strategic Administrative Support

Draft, proofread, and format leadership correspondence, including letters, briefing notes, confidential reports, and presentations, ensuring clarity, accuracy, and alignment with institutional priorities

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

Project & Administrative Support

Assist with coordinating departmental projects and initiatives, maintaining timelines and tracking progress

Gather and compile data for reports and presentations, ensuring accuracy

Support general administrative tasks, including booking travel and managing office supplies

Facilitate team coordination and communication

Assist in monitoring key performance indicators (KPIs) for departmental initiatives

Support the senior leader or department staff by managing digital tools, databases, and communication platforms to enhance efficiency

Assist in planning and executing leadership retreats, professional development workshops, or department‑wide events, when required

Confidential Budget & Financial Support

Assist in processing expense claims, purchase requisitions, and invoice tracking

Monitor and maintain departmental budget expenditures, preparing summaries and reports while maintaining discretion on confidential financial matters

Ensure compliance with institutional financial policies, safeguarding sensitive and confidential financial data and adhering to confidentiality guidelines

Coordinate with various college teams, facilitating secure financial operations and managing confidential transactions as needed

Stakeholder Communication

Facilitate committee communications, scheduling, and logistics, including corresponding with committee members, arranging meeting facilities, travel accommodations, and refreshments as needed

Respond to routine inquiries from internal and external stakeholders

Coordinate communication flows between the senior leader and other departments or partners

Facilitate timely and accurate information sharing

Records & Filing

Maintain organized administrative systems, files, and databases

Ensure compliance with college policies for records management and document retention

Regularly update and archive records to support operational efficiency

Perform other duties as assigned, Performs other related duties as assigned

What You’ll Bring

• 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 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

What This Opportunity Offers

• Comprehensive 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 season.
• Tuition & Professional Development: Continue your learning journey — eligible employees and their dependents can take select Fanshawe programs or courses at a reduced cost.
• Inclusive, 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 Credentials

While transcripts are not required for the interview, they are mandatory as a condition of employment.

Equity, Diversity and Inclusion

Fanshawe College is an equal opportunity employer. We are committed to equity, value diversity, and welcome applicants from diverse backgrounds.

Accommodation

Fanshawe 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]

Land Acknowledgement

Fanshawe 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.

Fanshawe provides:

• Competitive compensation
• Comprehensive Benefits Package
• Defined benefit pension plan
• Generous vacation and holiday entitlements
• Full‑time employees start at a minimum of 3 weeks of vacation per year in addition to our paid college closure from Dec. 25 – Jan. 1
• Prepaid leave/salary deferral plan
• Subsidized maternity and parental leave
• Family tuition program
• Flexible work policy
• Employee and Family Assistance Program
• Corporate Discounts through CAUBO

Fanshawe also offers:

• Tuition reimbursement and subsidy programs
• Professional development leave
• Fanshawelearns
• LinkedIn Learning
• Fanshawe College is proud to offer a lifetime retirement pension.

Job Plans

Full‑time Job Postings: DBprime Plan Part‑time Job Postings: DBplus Plan

Find a career you're proud of and unlock your potential in a supportive environment, surrounded by a community of lifelong learners and endless possibilities. Browse the open opportunities at left or use the search and filter features to discover your perfect fit. A place where you belong: Embark on a fulfilling career journey with us! We're more than a job; at Fanshawe College you become part of a community that values your growth. We are dedicated to nurturing your success with exceptional resources, technology, and professional development. Learn more below and find out why a career at Fanshawe should be part of your future. Fanshawe provides: - Competitive compensation - Comprehensive Benefits Package - Defined benefit pension plan - Generous vacation and holiday entitlements - Full‑time employees start at a minimum of 3 weeks of vacation per year in addition to our paid college closure from Dec. 25 – Jan. 1 - Prepaid leave/salary deferral plan - Subsidized maternity and parental leave - Family tuition program - Flexible work policy - Employee and Family Assistance Program - Corporate Discounts through CAUBO Professional Development Education is at the heart of the Fanshawe experience for both students and employees. Organizational Development and Learning provides professional development and training opportunities for employees to grow and develop new skills. Fanshawe also offers: Tuition reimbursement and subsidy programs Professional development leave Fanshawelearns LinkedIn Learning Fanshawe College is proud to offer a lifetime retirement pension. Find out more information on the CAAT Pension Plan website: