{"id":877072,"url":"https://alion.io/job/ibu-executive-administrative-assistant","title":"Executive Administrative Assistant","company":{"id":679314,"name":"IBU","domain":"ibu.ca","url":"https://alion.io/company/ibu-3","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Greenhouse","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Toronto, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":60000,"max":70000,"currency":"CAD","period":"year","gross":null,"usd_annual":49124},"salary_estimate":null,"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-09-02T16:00:51Z","employer_posted_date":"2026-09-02","last_verified_at":"2026-10-15T03:29:35Z","board_verified":true,"closed_at":null,"days_open":42,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":42},"description":"Join one of Canada's fastest-growing universities as our Executive Administrative Assistant, where you will play a key role in supporting executive leadership and driving the effective execution of the university's strategic goals.\nAbout the Role\nAs the Executive Administrative Assistant, you will support the Executive Administrative Manager in delivering high-level administrative and operational support to senior executives, including, but not limited to the Chief Executive Officer of Vega Academic Services, the President & Vice-Chancellor of IBU and Vice-President of Strategy and Growth. \nSuccess in this role requires exceptional organizational, communication, and time management skills, as well as the ability to manage competing priorities, coordinate complex activities, and handle confidential information with professionalism, discretion, and sound judgment.\nTitle: Executive Administrative Assistant\nType: Full-Time, Permanent\nDepartment: Executive Administration\nReporting to: Executive Administrative Manager\nLocation: Toronto, Ontario (Hybrid)\nExisting Vacancy: Yes\nCompensation Range: $60,000 - $70,000 annually\nWhy Join IBU\nLocated in downtown Toronto, IBU is one of Canada's fastest-growing universities, offering a dynamic academic and professional environment driven by innovation, research, and academic excellence. By joining IBU, you will have the opportunity to work closely with senior leaders, support high-impact initiatives, and contribute directly to the success and growth of a dynamic and evolving institution.\nWhat You'll Do\nSupport the Executive Administrative Manager in providing high-level administrative support to senior executives, including calendar management, meeting coordination, and travel arrangements.\n\nCoordinate executive priorities, communications, and strategic initiatives, ensuring timely follow-up and alignment across leadership teams.\n\nPrepare, edit, and organize executive documents, presentations, reports, and meeting materials.\n\nManage executive correspondence and communications, ensuring inquiries are handled professionally, accurately, and in a timely manner.\n\nPlan and coordinate executive meetings, events, conferences, and leadership activities, overseeing logistics and ensuring seamless execution.\n\nProvide project coordination support for strategic initiatives by tracking timelines, monitoring action items, and following up on deliverables.\n\nMaintain confidential records, support stakeholders and visitors, and uphold the highest standards of professionalism, discretion, and customer service.\n\nThis is a hybrid role based in Toronto, requiring in-person attendance as needed, including weekdays, evenings, and occasional Saturdays.\n\nWhat You Bring /Who You Are\nBachelor's degree or equivalent experience in Business Administration, Communications, or related field.\n5+ years of experience supporting C-suite and other senior executive-level management.\nProven ability to manage multiple priorities and work effectively in fast-paced, high-pressure and high-stress environments.\nExceptional interpersonal and communication skills, with the ability to interact professionally with executives, employees, and external partners.\nExceptional organizational and time-management skills, with an eye for detail and accuracy.\nDiscretion and integrity when handling confidential information at all times.\nSuperior ability to remain calm and composed under stress and manage competing demands effectively.\nProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with advanced skills in PowerPoint and Excel.\nStrong problem-solving skills and the ability to think critically in high-pressure situations.\nExperience in project management and handling complex schedules and logistics.\nProven ability to work independently and collaboratively in a fast-paced environment.\nHighly self-motivated, proactive, and adaptable to changing priorities.\nAdditional Information\nTo support the overall well-being and success of our employees, IBU offers a comprehensive Total Rewards package, which may include the following, based on role eligibility: \n100% employer-paid extended Health & Dental benefits \n24/7 access to an Employee and Family Assistance Program (EFAP) and virtual healthcare services\nLife, Accidental Death & Dismemberment (AD&D), and Long-Term Disability insurance\nCompetitive paid time off, starting at three weeks \nTuition Benefit Program \nAccess to preferred corporate membership rates with GoodLife Fitness \nEngaging employee appreciation and community-building events\nIBU is an Equal Opportunity Employer\nIBU is committed to fostering a diverse, inclusive, and equitable workplace where everyone feels welcome, valued, and respected. We are dedicated to the principles of equal opportunity and encourage applications regardless of race, religion, colour, national origin, gender, sexual orientation, age, marital status, or disability status. Please contact  if you require accommodation during the recruitment process.\nApplication Process \nAll applications are reviewed by our HR team. We may use AI tools to support certain stages of the hiring process and do not replace human judgment. IBU is committed to the responsible and fair use of AI in compliance with applicable laws.\nWhile we appreciate all applications, we regret that we can only contact those candidates selected for an interview. 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