Executive Administrative Assistant

Contract Length: 12 months

Hours of work: 40 hrs/wk

Location: Oshawa, ON (100% onsite)

Resume Due Date: Thursday, October 1st, 2026 (5:00PM EST)

Pay Rate: $35.00/hr - $41.61/hr

Job Overview

· Coordinate executive meetings, conferences, travel, and accommodations, including agendas, minutes, briefing packages, attendance, audiovisual needs, and required approvals.

· Act as a liaison among the Vice-President, staff, senior management, Board and Executive Office, external stakeholders, and corporate groups; coordinate approvals, administrative reports, purchasing, workspace, and related services.

Qualifications

· 2-6 years of experience providing senior-level executive administrative support in a complex, fast-paced environment. Demonstrated success supporting senior executives by managing competing priorities, coordinating high-volume schedules, arranging meetings and travel, preparing executive materials, and ensuring seamless day-to-day operations. Proven ability to anticipate needs, exercise sound judgment, and adapt quickly to changing business demands while maintaining a high level of professionalism.

· Demonstrated ability to manage confidential correspondence, records, reports, and sensitive corporate information. Experienced in handling highly confidential and time-sensitive materials, including executive communications, personnel matters, labour-relations documentation, business reports, and approval packages. Maintains strict confidentiality, exercises discretion in all interactions, and ensures records are managed in accordance with organizational policies and regulatory requirements.

· Strong organizational and time-management skills. Highly skilled at managing complex executive calendars, coordinating multiple priorities, scheduling meetings across diverse stakeholder groups, and ensuring critical deadlines are met. Proven ability to track action items, monitor follow-up commitments, and proactively resolve scheduling conflicts while maintaining accuracy and attention to detail in a fast-paced environment.

· Excellent written and verbal communication skills. Ability to communicate professionally and effectively with executives, Board members, employees, external stakeholders, government representatives, and business partners. Skilled in preparing executive correspondence, reports, presentations, meeting agendas, and briefing materials. Demonstrates strong interpersonal skills, sound judgment, and the ability to represent senior leadership with professionalism, diplomacy, and tact.

· Strong stakeholder coordination and relationship management abilities. Builds and maintains positive working relationships across all levels of the organization, acting as a key point of contact for executives and stakeholders. Capable of facilitating communication, coordinating information flow, and ensuring timely responses to inquiries and requests.

· Advanced proficiency in Microsoft Office Suite. Expertise in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, with the ability to prepare professional reports, presentations, meeting materials, and tracking tools that support executive decision-making and organizational effectiveness.

· Exceptional attention to detail and problem-solving skills. Able to identify issues proactively, evaluate options, and implement practical solutions while maintaining accuracy and efficiency. Demonstrates initiative and a continuous improvement mindset when supporting executive and departmental priorities.

· Experience coordinating executive meetings and governance activities. Skilled in organizing leadership meetings, preparing agendas and briefing packages, recording meeting outcomes, tracking action items, and ensuring follow-through on key decisions and commitments.

Key Competencies

· Executive and administrative support

· Confidentiality and discretion

· Calendar and meeting management

· Stakeholder engagement and relationship management

· Organizational effectiveness

· Communication and correspondence management

· Records and document management

· Attention to detail and accuracy

· Time management and prioritization

· Problem-solving and initiative

· Microsoft Office Suite proficiency

· Professionalism and customer service excellence

Spirit Omega is committed to a diverse and inclusive workplace. We welcome applications from anyone, including members of Indigenous peoples, Women, visible minorities, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities.

Thank you for applying. We appreciate your interest; however, only qualified candidates will be contacted regarding the next steps in the hiring process.

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