ASSISTANT RESPONSABLE PLANNING (H/F)

Job Summary: The Strategic Executive Assistant serves as a trusted administrative and strategic partner to the President and Vice President (Visionary and Integrator). Responsibilities span from managing calendars and communications to advising on high-impact programs like Temporary Foreign Worker planning. This person is not only detail-oriented and organized but also able to anticipate needs, communicate effectively, and help maintain organizational alignment with leadership priorities. The Strategic Executive Assistant will also assist in coordinating (Sensitive)family-related logistics, such as childcare arrangements, to support a healthy work-life balance for the President and Vice President ensuring their full focus on their leadership responsibilities. Executive & Administrative Support

Serve as the single point of contact and trusted gatekeeper for the President and Vice President (Visionary and Integrator), ensuring alignment on high-priority strategic and operational work.

Act as a personal executive assistant to both the President (Visionary) and Vice President (Integrator), coordinating their calendars, appointments, and family-related obligations (e.g., school events, travel logistics) to ensure smooth daily operations and no scheduling conflicts.

email, text, WhatsApp), triaging priorities and drafting correspondence on behalf of the President or Vice President when appropriate.

Create and maintain a private communication channel (e.g., Prepare materials for leadership meetings, including agendas, decks, pre-read summaries, notes, and action follow-ups. (Provide administrative oversight and reminders using Microsoft To-Do (or similar tools) for executive task tracking and accountability.

Maintain trusted access and readiness to support executive priorities, including time-sensitive matters related to either professional or personal domains.

Coordinate domestic and international travel for the President and VP, including booking, itinerary planning, expense tracking, and submission of expense reports.

Manage and safeguard confidential executive-level data and documents.

Support executive-level event coordination, including off-site meetings and special engagements.

Help enforce and manage Rocks, Scorecard tracking, and EOS meeting rhythms, ensuring team alignment with executive priorities.

Ensure follow-up and accountability on action items discussed during leadership, off-site, and strategic planning meetings.

Collaborate with the Strategic Project Manager and Finance & Operations Support to maintain project alignment, communication, and continuity.

Draft or amend s, accountability chart, policies, and procedures as requested by the Integrator, coordinating version control and communicating updates to leadership.

Program & Policy Oversight (TFW Advisory)

Provide high-level advisory support to the leadership team on TFW and labour planning issues, ensuring that critical components (e.g., LMIA timelines, i2i communications, housing, inspections) are being managed effectively—without executing day-to-day tasks.

Review housing plans, headcount plans, and labour projections to provide informed recommendations prior to leadership approvals.

Identify risks or gaps in compliance or coordination and bring them forward proactively with solutions in mind.

Act as a backup to the Strategic Project Manager and Finance & Operations Support during absences, ensuring continuity of executive-level coordination and project tracking.

Support short-term executive needs during periods of intensive planning or absence, ensuring continuity in communication and decision-making.

Uphold ethical standards in all communications and activities, building trust and credibility with the leadership team.

Provide responsive support during urgent situations or crises, helping to coordinate rapid communication and problem resolution to minimize disruption.

Utilize Microsoft To-Do (or similar) for task tracking and reminders, ensuring productivity and accountability.

Proven experience supporting C-suite or senior leadership as an Executive Assistant, Strategic Coordinator, Chief of Staff, or high-level Administrative Advisor.

Strong written and verbal communication skills with a high degree of discretion and emotional intelligence.

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and digital productivity tools (Microsoft To-Do, OneNote, Loop, or similar).

Knowledge of the Temporary Foreign Worker program is a strong asset but not required for execution.

Experience or knowledge of HR and legal documentation processes is an asset.

Demonstrated discretion and capability to manage a blend of professional and personal executive responsibilities, including sensitive or family-related logistics.

Skilled in managing urgent or crisis communications and coordinating quick responses.

Post-secondary education in Business Administration, Office Management, Human Resources, or related field preferred.

• Additional coursework or certifications in executive support, HR, legal studies, or operations management is an asset.
• 3-5 years of experience in a senior-level administrative, operational, or executive support role.
• In accordance with the Ontario Human rights Code and the Accessibility for Ontarians with Disabilities Act, The Company is an equal opportunity employer who is committed to providing an inclusive and barrier free recruitment and selection process.