Executive Assistant Resource Team

Executive Assistant — Resource Team Reports to: Director, Policy, Legislation and Strategy Work arrangement: In person, Monday to Friday About the Opportunity We are seeking an experienced Executive Assistant to provide administrative, operational, and communications support to our Resource Team, including the President & Chief Executive Officer. This role is ideal for a proactive professional who enjoys bringing people, information, and projects together. You will coordinate executive schedules, prepare meeting materials, organize events, support communications, and help the office run smoothly. Working with a high volume of internal and external information, you will exercise sound judgment, protect confidentiality, and manage competing priorities with care and precision. If you thrive in a collaborative environment, take pride in the details, and enjoy finding practical solutions, we would welcome your application. Key Responsibilities Executive and Administrative Support • Provide administrative support to the Resource Team, including the President & Chief Executive Officer. • Coordinate calendars, appointments, meetings, meeting spaces, and catering. • Prepare agendas, supporting documents, and materials for internal and external meetings. • Handle sensitive and confidential information with discretion. • Maintain accurate contact lists and coordinate the distribution of materials to appropriate audiences. • Anticipate needs, resolve administrative issues, and support additional projects as assigned. Event Coordination • Coordinate large meetings, information sessions, recognition events, and annual general meetings. • Manage event logistics, including venues, room setup, refreshments, and catering services. • Set up and operate meeting and presentation technology. • Work with internal teams and external providers to deliver organized, welcoming events. Communications and Project Coordination • Draft, format, and coordinate correspondence, both independently and as directed. • Prepare newsletters, digital updates, documents, and other communications in accordance with organizational standards, policies, and accessibility requirements. • Coordinate creative development, review, quality control, and production timelines to keep projects on schedule. • Work with Resource Team members to clarify objectives, timelines, budgets, and operational requirements. • Communicate information clearly and professionally to internal and external audiences. Digital Platforms and Technology • Serve as a primary contact for website and social media content updates. • Provide general support for the team’s software and digital platforms. • Explore new software, artificial intelligence tools, and emerging technologies that may improve efficiency. • Support the adoption of practical tools and processes that strengthen day-to-day operations. Service Excellence and Collaboration • Build strong working relationships with campuses and external partners. • Provide courteous, responsive, and efficient service. • Approach challenges with a positive attitude and a focus on workable solutions. • Promote equity, inclusion, and belonging, treating others with dignity and respect. • Follow organizational security, safety, and privacy protocols. Qualifications Education and Experience • University degree, or an equivalent combination of education and relevant experience. • At least five years of experience in an administrative and/or communications role. • At least three years of experience supporting or working with information technology and digital platforms. • Demonstrated experience coordinating events. • Experience preparing clear, professional written communications and presenting information effectively. • Knowledge of seniors’ housing and long-term care is an asset. Skills and Attributes • Strong organizational skills, attention to detail, and follow-through. • Ability to work independently and contribute effectively within a collaborative team. • Sound judgment and discretion when handling confidential or sensitive matters. • Ability to adapt to changing priorities and manage concurrent projects under tight timelines. • Confidence learning new technology and supporting others in its use. • A proactive approach to problem-solving, innovation, and continuous improvement. • Commitment to respectful, inclusive service. • Conversational French sufficient to support everyday service interactions is an asset. Apply If you are an experienced administrative professional who enjoys supporting leadership, coordinating projects, and contributing to a collaborative team, we would love to hear from you.