Job Description

Job Title: Executive Assistant
Location: Mississauga, ON ( Hybrid: 2 days in office, 3 days remote ) & monthly visits to downtown location.
Industry: Publicly regulated organization in Ontario’s energy and infrastructure sector
Work Hours: Monday to Friday, 9:00 AM–5:00 PM (flexible, results-oriented)
Salary: $85,000–$95,000 (some flexibility beyond this for exceptional candidates) + full benefits + pension + 4 weeks vacation

Position Overview
We are partnering with a r espected public-sector organization in Ontario’s energy industry to recruit an experienced Executive Assistant . This role supports the Vice President of Human Resources and senior HR leadership in a collaborative, high-performing environment. If you're proactive, tech-savvy, and skilled in managing executive-level operations, this is an ideal opportunity.

What you’ll be responsible for: 

Executive Support

• Manage calendar scheduling and travel logistics for the VP and HR Directors (3)
• Prepare confidential correspondence , reports , and meeting summaries
• Act as a gatekeeper and point of contact for internal and external communications

Governance & Board Support

• Coordinate Board HR & Governance Committee logistics , including uploading materials to Diligent
• Draft agendas , track action items , and ensure proper document flow

Administrative Coordination

• Organize meetings (on-site and off-site), including catering and venue booking
• Track key projects, deliverables, and timelines on behalf of the VP
• Maintain vacation, training, and attendance logs for the HR unit
• Ensure compliance with corporate policies and coordinate onboarding activities

Finance & Procurement

• Support with credit card reconciliations, invoice processing, purchase orders, and budget planning
• Represent HR in space planning and facility coordination discussions

Technology & Process Improvement

• Use Microsoft 365 (Outlok, Excel, SharePoint, Teams) to drive process improvements
• Embrace new technologies (e.g., AI tools like MS CoPilot ) to enhance workflow efficiency

What you bring to the table: 

• 4+ years of Executive Assistant specific experience supporting senior executives , ideally within a public sector or corporate setting  
• 6+ years of total administrative experience
• Strong relationship-building skills and excellent judgment in managing confidential matters
• Organized, proactive, and detail-oriented with excellent time management abilities
• Technically proficient in Microsoft 365 ; familiarity with Diligent or board software is a strong asset
• Comfortable working independently and collaboratively in a fast-paced, dynamic environment

What’s in it for you: 

• Base Salary: $85,000–$95,000 (slightly higher for top candidates in rare cases)
• 4 weeks of vacation (starting next year)
• Full health benefits from day one
• Strong Pension plan + flex credits for additional vacation
• Hybrid structure: 2 in-office days (Wednesday + 1 flexible day), 3 remote days weekly
• Friendly, professional HR team with a positive and inclusive culture
• Leadership that values innovation, autonomy, and collaboration
• Join a reputable organization impacting Ontario’s energy future
• Work closely with a highly respected and forward-thinking HR executive
• Thrive in a team culture that supports growth, balance, and new ideas
• Transit accessible, free parking

How to Apply
If this Executive Assistant position sounds like a perfect fit, and you are an experienced senior administrative professional, please apply immediately, and feel free to also send your resume to alex.morrissey@qy-sa.ca with a short paragraph on why you feel you'd be a great fit. We look forward to hearing from you!

Job Tags

Remote job, Immediate start, Downtown, Flexible hours, Monday to Friday,

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