Executive Assistant — Resource Team

Reports to: Director, Policy, Legislation and Strategy Work arrangement: In person, Monday to Friday

About the Opportunity

We are seeking an experienced Executive Assistant to provide administrative, operational, and communications support to our Resource Team, including the President & Chief Executive Officer. This role is ideal for a proactive professional who enjoys bringing people, information, and projects together. You will coordinate executive schedules, prepare meeting materials, organize events, support communications, and help the office run smoothly.

Working with a high volume of internal and external information, you will exercise sound judgment, protect confidentiality, and manage competing priorities with care and precision.

If you thrive in a cooperative environment, take pride in the details, and enjoy finding practical solutions, we would welcome your application.

Key Responsibilities

Executive and Administrative Support

- Provide administrative support to the Resource Team, including the President & Chief Executive Officer.
- Coordinate calendars, appointments, meetings, meeting spaces, and catering.
- Prepare agendas, supporting documents, and materials for internal and external meetings.
- Handle sensitive and confidential information with discretion.
- Maintain accurate contact lists and coordinate the distribution of materials to appropriate audiences.
- Anticipate needs, resolve administrative issues, and support additional projects as assigned.

Event Coordination

- Coordinate large meetings, information sessions, recognition events, and annual general meetings.
- Manage event logistics, including venues, room setup, refreshments,



and catering services.
- Set up and operate meeting and presentation technology.
- Work with internal teams and external providers to deliver organized, welcoming events.

Communications and Project Coordination

- Draft, format, and coordinate correspondence, both independently and as directed.
- Prepare newsletters, digital updates, documents, and other communications in accordance with organizational standards, policies, and accessibility requirements.
- Coordinate creative development, review, quality control, and production timelines to keep projects on schedule.
- Work with Resource Team members to clarify objectives, timelines, budgets, and operational requirements.
- Communicate information clearly and professionally to internal and external audiences.

Digital Platforms and Technology

- Serve as a primary contact for website and social media content updates.
- Provide general support for the team’s software and digital platforms.
- Explore new software, artificial intelligence tools, and emerging technologies that may improve efficiency.
- Support the adoption of practical tools and processes that strengthen day-to-day operations.

Service Excellence and Collaboration

- Build strong working relationships with campuses and external partners.
- Provide courteous, responsive, and efficient service.




- Approach challenges with a positive attitude and a focus on workable solutions.
- Promote equity, inclusion, and belonging, treating others with dignity and respect.
- Follow organizational security, safety, and privacy protocols.

Qualifications

Education and Experience

- University degree, or an equivalent combination of education and relevant experience.
- At least five years of experience in an administrative and/or communications role.
- At least three years of experience supporting or working with information technology and digital platforms.
- Demonstrated experience coordinating events.
- Experience preparing clear, professional written communications and presenting information effectively.
- Knowledge of seniors’ housing and long-term care is an asset.

Skills and Attributes

- Strong organizational skills, attention to detail, and follow-through.
- Ability to work independently and contribute effectively within a collaborative team.
- Sound judgment and discretion when handling confidential or sensitive matters.
- Ability to adapt to changing priorities and manage concurrent projects under tight timelines.
- Confidence learning new technology and supporting others in its use.
- A proactive approach to problem-solving, innovation, and continuous improvement.
- Commitment to respectful, inclusive service.
- Conversational French sufficient to support everyday service interactions is an asset.

Apply

If you are an experienced administrative professional who enjoys supporting leadership, coordinating projects, and contributing to a collaborative team, we would love to hear from you.

📌 Executive Assistant — Resource Team (Kitchener)
🏢 Match Group Recruitment
📍 Kitchener