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About the Role

Information Technology Services (ITS) is helping shape the future of Fanshawe through digital transformation, cybersecurity, modern technology services, and institution-wide innovation. As the Senior Leader Assistant supporting the Executive Director, Information Technology, you will play an important role in helping a busy leadership team stay organized, focused, and moving forward. This role offers a unique opportunity to gain insight into executive leadership, technology strategy, organizational change, and decision making at a senior level.

Responsibilities

Manage front-office interactions with discretion, greeting visitors while safeguarding confidential discussions and ensuring professional, tactful communication
Oversee and protect access to the senior leader’s calendar, scheduling meetings, appointments, and events while maintaining strict confidentiality of engagements
Resolve scheduling conflicts with strategic prioritization, ensuring secure time allocation for high-level discussions and confidential matters
Arrange logistics for meetings, including booking meeting rooms and virtual platforms to support confidential conversations
Prepare and distribute classified meeting materials, ensuring controlled access to sensitive documents and briefing notes
Provide proactive reminders of upcoming high-priority commitments, anticipating confidential requirements and deadlines
Handle rescheduling and cancellations discreetly, balancing confidentiality and operational flexibility while minimizing disruptions
Draft, proofread, and format leadership correspondence, including letters, briefing notes, confidential reports, and presentations, ensuring clarity, accuracy, and alignment with institutional priorities
Take comprehensive meeting minutes, tracking key discussions, strategic decisions, and actionable follow-ups while maintaining strict confidentiality; promptly distribute finalized records to relevant stakeholders
Ensure all written communications reflect a professional tone and style appropriate to the senior leader’s office
Handle sensitive administrative matters with professionalism, ensuring confidentiality and appropriate escalation when necessary
Assist in managing confidential discussions and departmental issues, offering discreet coordination and support in resolving challenges
Provide research and insights on operational concerns, supporting informed decision-making for management leaders
Draft, review, and maintain confidential correspondence and reports, ensuring accuracy and discretion in all communications
Ensure compliance with college policies, ensuring regulatory and institutional governance requirements are met
Maintain knowledge of institutional policies, procedures, and strategic priorities
Assist with coordinating departmental projects and initiatives, maintaining timelines and tracking progress
Gather and compile data for reports and presentations, ensuring accuracy
Support general administrative tasks, including booking travel and managing office supplies
Facilitate team coordination and communication
Assist in monitoring key performance indicators (KPIs) for departmental initiatives
Support the senior leader or department staff by managing digital tools, databases, and communication platforms to enhance efficiency
Assist in planning and executing leadership retreats, professional development workshops, or department-wide events, when required
Assist in processing expense claims, purchase requisitions, and invoice tracking
Monitor and maintain departmental budget expenditures, preparing summaries and reports while maintaining discretion on confidential financial matters
Ensure compliance with institutional financial policies, safeguarding sensitive and confidential financial data and adhering to confidentiality guidelines
Coordinate with various college teams, facilitating secure financial operations and managing confidential transactions as needed
Facilitate committee communications, scheduling, and logistics, including corresponding with committee members, arranging meeting facilities, travel accommodations, and refreshments as needed
Respond to routine inquiries from internal and external stakeholders
Coordinate communication flows between the senior leader and other departments or partners
Facilitate timely and accurate information sharing
Maintain organized administrative systems, files, and databases
Ensure compliance with college policies for records management and document retention
Regularly update and archive records to support operational efficiency
Perform other duties as assigned
Performs other related duties as assigned

Requirements

2-year post-secondary diploma in Business Administration, Office Administration, Public Administration, or a related field
Minimum 4 years of administrative support experience in a busy office environment, preferably supporting senior-level management or leadership
An equivalent combination of education and experience may be considered
Demonstrated experience managing calendars, scheduling meetings, and coordinating logistics for multiple stakeholders
Proven ability to draft, proofread, and distribute professional correspondence and meeting materials
Experience in taking meeting minutes and accurately documenting discussions and action items
Familiarity with basic budget tracking, processing expense claims, and working with financial or procurement procedures
Experience communicating effectively with a variety of internal and external stakeholders
Proficient in using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable with electronic document management and scheduling systems
Successful candidates will be required to perform work within Ontario and must be available to work on campus, as required.

Skills

Digital transformation
Cybersecurity
Modern technology services
Institution-wide innovation
Calendar management
Communication
Meeting scheduling
Logistics coordination
Confidentiality
Drafting correspondence
Proofreading
Formatting reports
Meeting minutes
Budget tracking
Expense claims processing
Financial procedures
Procurement procedures
Stakeholder communication
Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Electronic document management
Scheduling systems

Location

London, ON

Work Type

Hybrid
Full time

Experience Level

Senior-level management or leadership support experience
Minimum 4 years of administrative support experience

Education Level

2-year post-secondary diploma in Business Administration, Office Administration, Public Administration, or a related field

Salary/Compensations

$72,114.00 - $102,918.00

Benefits

Defined-benefit pension plan (through the CAAT Pension Plan)
Dental coverage
Disability coverage
Travel insurance
Extended health coverage
Paid time off
Scheduled holiday closure
Reduced cost for select Fanshawe programs or courses for eligible employees and their dependents
Inclusive culture that values diversity
Opportunities for professional development

About the Company

Fanshawe College thrives because of its people.
We foster a culture of excellence and see opportunities to turn potential into impact.
Leading with empathy, belonging, unity, learning and courage, we guide the learning journey of our students, ensuring they are ready for work and life, today and tomorrow.
Fanshawe College is committed to the principles of hybrid work and may offer this option to employees whose work can be performed in an alternate location, without adverse impact to the operations of the College, inclusive of our Student and Staff experience.
Confirmation of hybrid work options available to you will be clarified upon hire and may be subject to change based on the duties required of your position.
Information Technology Services (ITS) is helping shape the future of Fanshawe through digital transformation, cybersecurity, modern technology services, and institution-wide innovation.
This is a time of significant change and opportunity, and we are looking for someone who wants to be part of that journey.

Equal Opportunity

Fanshawe College is an equal opportunity employer.
We are committed to equity, value diversity, and welcome applicants from diverse backgrounds.
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@fanshawe.ca
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.