About The Company
Located in the heart of downtown Toronto, IBU is one of Canada's fastest-growing universities dedicated to fostering academic excellence, innovation, and research. Committed to providing a dynamic and inclusive environment, IBU offers a diverse range of undergraduate and postgraduate programs designed to prepare students for success in a globalized world. The university emphasizes community engagement, professional development, and strategic growth, making it an ideal place for ambitious professionals seeking to contribute to higher education and institutional advancement. With a focus on research-driven initiatives and student success, IBU strives to be a leader in innovative education and community impact.
About The Role
Join IBU as an Executive Administrative Assistant and become a vital part of our executive support team. In this role, you will provide comprehensive administrative assistance to senior leadership, including the Chief Executive Officer of Vega Academic Services, the President & Vice-Chancellor of IBU, and the Vice-President of Strategy and Growth. Your responsibilities will include managing complex schedules, coordinating meetings and events, preparing strategic documents, and ensuring seamless communication across departments. This position requires a proactive approach, exceptional organizational skills, and the ability to handle sensitive information with discretion and professionalism. You will work closely with executive team members to facilitate efficient operations, support strategic initiatives, and uphold the university’s standards of excellence.
Qualifications
- Bachelor's degree or equivalent in Business Administration, Communications, or a related field.
- Minimum of 5 years of experience supporting C-suite or senior management executives.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with advanced skills in PowerPoint and Excel.
- Exceptional organizational, time management, and multitasking abilities.
- Strong interpersonal and communication skills, capable of interacting professionally with diverse stakeholders.
- Proven ability to handle confidential information with discretion and integrity.
- Experience in project management and coordinating complex schedules and logistics.
- Ability to work independently and collaboratively in a fast-paced environment.
- Highly self-motivated, proactive, and adaptable to changing priorities.
- Excellent problem-solving skills and critical thinking abilities under pressure.
Responsibilities
- Provide high-level administrative support to the Executive Administrative Manager and senior executives, including calendar management, meeting coordination, and travel arrangements.
- Coordinate executive priorities, communications, and strategic initiatives, ensuring timely follow-up and alignment across leadership teams.
- Prepare, edit, and organize executive documents, presentations, reports, and meeting materials to ensure clarity and professionalism.
- Manage executive correspondence, inquiries, and communication channels, maintaining professionalism and promptness.
- Plan and coordinate executive meetings, conferences, and leadership events, overseeing logistics and ensuring smooth execution.
- Support strategic project initiatives by tracking timelines, monitoring action items, and following up on deliverables.
- Maintain confidential records and documentation, ensuring data security and compliance with organizational policies.
- Support stakeholders and visitors with professionalism, providing excellent customer service and assistance as needed.
- Assist in preparing reports and presentations for strategic decision-making and organizational updates.
- Handle multiple priorities efficiently, adapting to changing demands and deadlines.
Benefits
- 100% employer-paid extended Health & Dental benefits.
- Access to an Employee and Family Assistance Program (EFAP) and virtual healthcare services available 24/7.
- Comprehensive life, accidental death & dismemberment (AD&D), and long-term disability insurance coverage.
- Generous paid time off starting at three weeks annually.
- Access to preferred corporate membership rates with GoodLife Fitness.
- Participation in engaging employee appreciation and community-building events.
- Opportunities for professional development and career growth within a progressive academic environment.
Equal Opportunity
IBU is an Equal Opportunity Employer committed to fostering an inclusive, diverse, and equitable workplace. We value and respect the unique perspectives and backgrounds of all applicants and employees. We encourage applications from individuals regardless of race, religion, color, national origin, gender, sexual orientation, age, marital status, or disability. Accommodations are available upon request throughout the recruitment process.
