Perform secretarial and administrative support services relating to the overall administrative operation of the President's office and senior leadership team.

The Executive

Assistant plays a key role in managing schedules, coordinating communications, supporting strategic initiatives, and ensuring the smooth and efficient functioning of executive operations. Prepare and manage the administration of correspondence covering a broad array of subject matter including reports, labour relations material including bargaining agenda material, grievances and arbitrations, submissions for approval, response to criticisms and complaints and general administration. Clients would include external organizations (Government, Corporate Management as well as internal recipients such as LEP Executive, Board of Directors, and various line managers).

Requires composing routine and non-routine correspondence in response to requests, queries, complaints, etc. On behalf of the President or VP, act as a contact with regulatory agencies such as the MOE, etc. schedule and make all necessary arrangements for meetings and conferences such as the preparation and distribution of agenda and handouts, acquiring of meeting rooms, accommodations, notification of participants, arranging for audiovisual or other equipment, preparing and issuing meeting notices, typing of minutes of the meeting covering numerous items such as labour relations, negotiations, organization structure, staffing, team meetings, etc. Ensure that President and VPs have all required materials and reference materials relating to items on the agenda, and that President and VPs’ staff have made any obligatory input.





Ensure that President and VPs and/or other parties are adequately briefed for the meeting and take all required reference and support materials required. Make all necessary travel and accommodation arrangements for President and VPs and staff, following appropriate travel policies, including obtaining appropriate approvals for out of province and out of country travel. Determine from content whether to forward to President and/or VPs or redirect to other staff.

Search source records to locate required data. Assemble data into appropriate format for President and VPs' effective use. Participate with President and VPs in the setting of priorities and the scheduling of his/her work projects and activities, advising relative to status of current work, target dates, scheduled action/meetings etc., Maintain referral and follow up control logs to keep President and VPs informed of impending actions, progress, etc.

Provide information to callers or request information from internal and external contacts at all levels, up to and including senior management, in subject areas agreed upon with President and VPs and within bounds of confidentiality restrictions. Establish and maintain records for exclusive use of the President and VPs, and permanent records required by regulatory, legal, or other departments, as necessary.



Establish and file materials in accordance with a prescribed filing system assigning location codes; extract files or file content upon request of President and VPs and maintain record of removed files, etc.

Maintain appropriate retention schedules for information, complying with retention policies.

CLERICAL/ADMINISTRATIVE: Receive and process information from others in the form of periodic routine reports, administrative forms or other routine format covering a broad array of subject matters such as time reporting, work project control, personnel/labour relations activities, budget feedback, performance/disciplinary matters, or reviews etc. Prepare schedules for the receipt of key approval documents to fit in with schedule of Board meetings, Executive Office meetings, President, and VPs' schedule etc. obtain supporting data/explanations from originators for unusual requests and submit to President and VPs for signature. for conformity to all governing requirements (policies, collective agreements, Human Resources Policies and Procedures etc. where pertinent, to ensure accuracy of calculations, account distribution, and the like. Act as a single point of contact with various corporate groups such as, those involved in budget preparation and control, performance pay, records management, etc., Order supplies for the office assignment.

Manage facility access cards for the office assignment. Provide administrative support to the legal team including opening/closing Legal Intake Forms, managing the assignment of legal files, and preparing legal invoice reconciliation. #

📌 CEO Office - Executive Administrative Assistant (Oshawa)
🏢 Colonial Group
📍 Oshawa