Reports to: Vice President, Human Resources

Supports: President and VP Leadership Team

We're looking for a highly organised, proactive and resourceful Executive Assistant & HR Coordinator to provide executive support to our President and VP leadership team while supporting the day-to-day operations of our HR function.This is a broad, highly visible role with a roughly equal focus on executive and office support and HR coordination and administration . You'll help our leaders stay organised, prepared and focused while supporting the systems, processes and administration that keep HR running smoothly.You're someone who anticipates what's needed, takes ownership and follows through. You're equally comfortable preparing for a leadership meeting, working within HR systems, coordinating across teams, organising an employee event or solving an office issue.

What You'll Do

- Provide executive support to the President and VP leadership team.
- Manage calendars, meetings, travel, expenses and competing priorities.
- Coordinate leadership meetings, planning sessions and key business activities.
- Prepare agendas, presentations, meeting materials and communications.
- Track actions, decisions and commitments and ensure timely follow-up.
- Anticipate needs and help keep leadership priorities moving forward.
- Coordinate special projects and cross-functional activities.
- Handle sensitive and confidential information with discretion.

HR Coordination & Administration

- Provide administrative and operational support across HR and its different functional areas.
- Support HR systems, employee information, records and data accuracy.
- Assist with HR processes, documentation, reporting and recurring administrative activities.
- Coordinate employee-related documentation, communications and system updates.
- Support HR programmes, projects and initiatives through effective organisation and follow-through.




- Prepare HR materials, presentations, reports and communications.
- Help employees navigate routine HR questions and connect them with the appropriate HR resource.
- Identify opportunities to simplify and improve HR administrative processes.

Office Management & Employee Experience

- Coordinate day-to-day office operations and workplace needs.
- Manage vendors, supplies, facilities requirements and general office administration.
- Serve as a go-to resource for employees on workplace matters.
- Coordinate company events, employee celebrations, meetings and leadership visits.
- Help ensure the office is organised, professional and welcoming.
- Proactively resolve issues and look for ways to improve the overall workplace experience.

What You Bring

- Experience in executive administration, HR coordination, office management or a combination of these areas.
- Exceptional organisation, attention to detail and follow-through.
- A proactive, solutions-oriented mindset and strong sense of ownership.
- Ability to manage multiple priorities and support several senior stakeholders.
- Robust systems aptitude and confidence learning new technology.
- Excellent written and verbal communication skills.
- Sound judgement and discretion when handling confidential employee and business information.
- Confidence working with senior leaders and employees at all levels.
- Ability to shift comfortably between high-level priorities and hands-on administrative work.
- Strong Microsoft 365 skills, particularly Outlook, Teams, Word, Excel and PowerPoint.
- Post-secondary education in Human Resources, Business Administration or a related field is an asset.
- Progress towards a CHRP designation is an asset.

What Success Looks Like

- You become a trusted partner to both our leadership team and HR.
- Our President and VPs are organised and prepared, commitments are followed through, HR systems and administration are well supported, and the o

📌 Executive Assistant (Oakville)
🏢 ASSA ABLOY Group
📍 Oakville