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About the Role
This role supports executive leadership and drives the effective execution of the university's strategic goals. You will provide high-level administrative and operational support to senior executives, including the CEO of Vega Academic Services, the President & Vice-Chancellor of IBU, and the Vice-President of Strategy and Growth. Success requires exceptional organizational, communication, and time management skills, with the ability to manage competing priorities, coordinate complex activities, and handle confidential information professionally and with discretion.
Responsibilities
- Support the Executive Administrative Manager in providing high-level administrative support to 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.
- Manage executive correspondence and communications, ensuring inquiries are handled professionally, accurately, and in a timely manner.
- Plan and coordinate executive meetings, events, conferences, and leadership activities, overseeing logistics and ensuring seamless execution.
- Provide project coordination support for strategic initiatives by tracking timelines, monitoring action items, and following up on deliverables.
- Maintain confidential records, support stakeholders and visitors, and uphold the highest standards of professionalism, discretion, and customer service.
Requirements
- Bachelor's degree or equivalent experience in Business Administration, Communications, or related field.
- 5+ years of experience supporting C-suite and other senior executive-level management.
- Proven ability to manage multiple priorities and work effectively in fast-paced, high-pressure and high-stress environments.
- Exceptional interpersonal and communication skills, with the ability to interact professionally with executives, employees, and external partners.
- Exceptional organizational and time-management skills, with an eye for detail and accuracy.
- Discretion and integrity when handling confidential information at all times.
- Superior ability to remain calm and composed under stress and manage competing demands effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with advanced skills in PowerPoint and Excel.
- Strong problem-solving skills and the ability to think critically in high-pressure situations.
- Experience in project management and handling complex schedules and logistics.
- Proven ability to work independently and collaboratively in a fast-paced environment.
- Highly self-motivated, proactive, and adaptable to changing priorities.
Skills
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Advanced PowerPoint skills
- Advanced Excel skills
- Project management
- Problem-solving
- Critical thinking
- Organizational skills
- Time management
- Interpersonal skills
- Communication skills
- Discretion
- Integrity
- Adaptability
Location
- Toronto, Ontario
Work Type
- Hybrid
- Full-Time
- Permanent
Experience Level
- 5+ years of experience supporting C-suite and other senior executive-level management
Education Level
- Bachelor's degree or equivalent experience in Business Administration, Communications, or related field
Salary/Compensations
- $60,000 - $70,000 annually
Benefits
- 100% employer-paid extended Health & Dental benefits
- 24/7 access to an Employee and Family Assistance Program (EFAP) and virtual healthcare services
- Life, Accidental Death & Dismemberment (AD&D), and Long-Term Disability insurance
- Competitive paid time off, starting at three weeks
- Tuition Benefit Program
- Access to preferred corporate membership rates with GoodLife Fitness
- Engaging employee appreciation and community-building events
About the Company
- IBU is one of Canada's fastest-growing universities, offering a dynamic academic and professional environment driven by innovation, research, and academic excellence.
- IBU is committed to fostering a diverse, inclusive, and equitable workplace where everyone feels welcome, valued, and respected.
Equal Opportunity
- IBU is an Equal Opportunity Employer.
- 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 careers@ibu.ca if you require accommodation during the recruitment process.