Job Title: Executive Assistant, VP of HR
Location: Mississauga, ON (Hybrid: 2 days in office, 3 days remote)
Industry: Publicly regulated organization in Ontarios energy and infrastructure sector
Work Hours: Monday to Friday, 9:00 AM5:00 PM (flexible, results-oriented)
Salary: $85,000$100,000 (some flexibility beyond this for exceptional candidates) + full benefits + pension + 4 weeks vacation
Position Overview
We are partnering with a respected public-sector organization in Ontarios 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 youll be responsible for:
Executive Support

• Manage calendar scheduling and travel logistics for the VP and HR Directors
• 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:

• 6+ years of experience supporting senior executives, ideally within a public sector or corporate setting
• 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

Whats in it for you:

• Base Salary: $85,000$100,000 (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 Ontarios 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 [email protected] with a short paragraph on why you feel you'd be a great fit. We look forward to hearing from you!