Note: This is for 1 Regular Full-Time vacancy.
This position is deemed a critical replacement vacancy.
Why this Role is Important
Reporting to the Vice President or member of the Executive Leadership Team (ELT), the Executive Assistant is a high-impact role providing expert-level administrative, project, and strategic support in a confidential and politically sensitive environment. This role is central to the effective operation of the executive office, requiring superior organizational skills, discretion, and proactive initiative. The Executive Assistant acts as an extension of their leader, proactively anticipating needs, managing complex calendars, coordinating high-level initiatives, and serving as a critical liaison across the institution and with external stakeholders.
How You’ll Make An Impact
Executive Calendar & Communications Management
- Manage front-office interactions, greeting visitors and ensuring professional, tactful communication with executives, government officials, and external stakeholders
- Manage and optimize the executive’s complex calendar, including scheduling high-priority meetings and engagements
- Screen, triage, and prioritize incoming communications (emails, calls,correspondence), drafting and responding on behalf of the leader when appropriate
- Monitor key deadlines and upcoming commitments to ensure the executive office is well-prepared and informed
Confidential & Strategic Administrative Support
- Manage confidential and high-stakes situations, escalating matters appropriately when needed
- Handle sensitive negotiations and crisis management with discretion and sound judgment
- Support executive decision-making by providing well-researched insights on sensitive issues
- Prepare confidential briefing notes, reports, presentations, and correspondence with accuracy and discretion
- Support governance and policy processes through timely documentation, meeting preparation, and strategic follow-up
- Maintain awareness of emerging priorities and provide research and insight to support executive decision-making
- Oversee compliance with college policies, ensuring regulatory and institutional governance requirements are met
- Maintain deep knowledge of institutional policies, procedures, and strategic priorities
Meeting & Event Coordination
- Plan and coordinate internal and external meetings, leadership team sessions, board and committee meetings, stakeholder engagements, and strategic retreats, ensuring cost-effective and logistical efficiency
- Manage meeting logistics including agendas, materials preparation, minute-taking, and follow-up action tracking
- Provide confidential administrative support for committees and councils, including agenda creation, document preparation, and action item monitoring
Stakeholder Liaison & Relationship Management
- Serve as a key liaison between the executive’s office and senior executives, board members, government officials, and external partners
- Cultivate strong, professional relationships that facilitate collaboration, diplomacy, and effective communication
- Navigate complex governance, political, and regulatory matters with diplomacy and professionalism
- Collaborate with other executive assistants and administrative teams to manage peak workloads and provide cross-departmental support
- Interpret and explain departmental and college policies, referring complex issues to leadership as needed
Process Improvement, Budget Oversight & Initiative Support
- Identify opportunities to streamline administrative workflows and improve efficiency within the executive office
- Lead or support special projects and initiatives aligned with the executive’s office strategic objectives
- Develop tools, templates, and processes to support project tracking, alignment, and reporting
- Monitor and maintain departmental budget, overseeing financial summaries and expense approvals
- Lead the preparation of the annual operating budget in collaboration with relevant stakeholders
- Assess expense claims for compliance with institutional policies and procedures
Records & Document Management
- Prepare, organize, maintain, and safeguard confidential files, correspondence, and institutional records
- Ensure document version control, accessibility, and compliance with information management standards
- Monitor the timely review, archival, and disposal of executive documents in accordance with institutional policies
- Track and follow up on action items from committee meetings to ensure progress on key initiatives
What You'll Bring
- Post-secondary 3 year diploma/degree in Business Administration, Office Administration, Public Administration or a related field
- Minimum 7 years’ of related and progressive experience in executive-level administrative support within a complex, high-paced organization
- Demonstrated experience managing the calendar, communications, and priorities of a senior executive or leadership team member
- Proven track record of handling confidential and politically sensitive information with discretion and sound judgment
- Experience preparing high-quality briefing materials, reports, and presentations for internal and external stakeholders
- Successful coordination of executive meetings, board sessions, or high-profile events, including logistics and documentation
- Strong experience liaising with senior leaders, board members, and external partners across diverse sectors or organizational levels
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 ready to strengthen our student experience and contribute to something bigger - we’d love to hear from you. Submit your application by the specified closing date.
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: askhr@fanshawec.ca
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.
