Executive Assistant (Oakville)
- Oakville, ON
- $33.00-37.00 per hour
- Contract
- Full-time
Location: Oakville, ON
Work Model: 5 Days In-Office
Salary: $33 – $37 per hourAbout the RoleWe are seeking a highly experienced, proactive, and detail-oriented Executive Administrative Assistant & Team Leader to support the President and Senior Leadership Team. This is a high-impact role at the center of executive operations, requiring professionalism, discretion, strong judgment, and leadership capability.This opportunity offers extensive growth potential and a strong possibility of extension, making it ideal for a motivated professional looking to build long-term career stability within a dynamic leadership environment.QualificationsCollege Diploma in Office Administration or related field6–8 years of progressive administrative experience supporting senior executivesExperience in corporate, public sector, or regulated environments considered an assetStrong leadership and coordination skillsKey ResponsibilitiesExecutive Correspondence & CommunicationsPrepare and manage a wide range of correspondence including executive reports, labour relations documentation (grievances, arbitrations, bargaining materials), submissions for approvals, responses to complaints, and general administrative communications.Draft both routine and complex correspondence independently.Act as liaison with regulatory agencies (e.g., Ministry of Education and other governing bodies) to coordinate compliance-related matters.Communicate divisional updates and executive messaging to internal stakeholders.Executive Meetings & Travel CoordinationCoordinate and manage executive meetings, board meetings, labour negotiations, and leadership conferences.Prepare agendas, briefing materials, handouts, presentations, minutes, and follow-up documentation.Ensure quorum and stakeholder participation when required.Brief the President and VPs in advance of meetings, ensuring all reference materials are prepared.Arrange travel and accommodations in accordance with organizational policies, including out-of-province and international travel approvals.Mail & Information ManagementReview, prioritize, and redirect incoming correspondence.Identify critical issues requiring executive attention.Retrieve supporting documentation (contracts, agreements, records) as needed.Manage outgoing correspondence and bulk distributions.Maintain up-to-date distribution lists.Executive Time & Priority ManagementManage executive calendars, appointments, calls, and visitor access.Screen calls and visitors while protecting executive time.Track deadlines, follow-ups, and priority action items.Anticipate scheduling conflicts and proactively recommend solutions.Records & Information GovernanceMaintain confidential executive files and records.Ensure compliance with retention schedules and regulatory requirements.Track and manage file access and document control systems.Administrative & Leadership SupportProcess executive approvals (purchase requisitions, board memoranda, expense reports).Ensure compliance with internal policies and collective agreements.Act as liaison between executives and corporate departments (HR, Finance, Legal, Budget).Prepare executive expense reports.Manage visitor registration systems.Oversee onboarding/offboarding coordination.Manage facility access cards.Enter purchase quotations.Order office supplies.Provide administrative support to Legal including intake management, file assignment tracking, and legal invoice reconciliation.Lead and coordinate administrative workflows to ensure operational efficiency.Perform other duties as required.Why Join This Opportunity?Competitive pay: $33–$37 per hourCentral Oakville locationHigh visibility executive exposureLeadership-level responsibilitiesStrong potential for long-term extensionOpportunity to influence executive operations and organizational effectiveness**Staffworks Canada may use AI-enabled tools to support recruitment activities while respecting privacy and employment regulations.**