Executive Assistant, President’s Office, and Board Administrator

George Brown Polytechnic•Toronto, ON

3d•CA$82,900 - CA$97,580•Hybrid

About The Position

Reporting to the Manager of Operations/Chief of Staff in the President’s Office, the Executive Assistant & Board of Governors Administrator is responsible for providing senior-level administrative and operational support to the President’s Office and the Board of Governors Secretariat. The incumbent serves as a key liaison between the President’s Office, Board members, senior leadership, staff, external partners, and the broader community, ensuring the effective coordination of executive operations, governance activities, communications, and special initiatives.

Requirements

Three-year Diploma or Degree from a recognized post-secondary institution, in Business Administration or an equivalent.
A minimum of five (5) years’ progressive experience in an administrative role, in an environment where a diverse people and situations are encountered daily; experience in a senior management or executive environment would be an asset.
Previous project and event management/coordination and budget management experience required.
Demonstrated familiarity with managing broad ranging, sensitive issues, understanding their implications and developing practical solutions to address them.
Experience supporting senior level executives and dealing effectively with community members, stakeholders, staff, and students with sensitivity to issues of diversity.
Experience with board protocols, policies, by-laws, governance, and related legislation.
Progressive administrative, financial and project management experience in a large, complex preferably unionized environment.
Highly developed verbal and written communication skills, strong analytical, consulting, customer service, and interpersonal skills; ability to apply guidelines and procedures.
Highly developed computer skills, including demonstrated experience in a wide range of software applications to produce correspondence, reports, etc. and electronic administrative systems (voice mail, email etc.).
Highly developed organizational skills and proven ability to prioritize competing deadlines, and work independently, accurately and with discretion, using own initiative.
Demonstrated commitment to uphold the Polytechnic’s priorities on diversity and equity.

Nice To Haves

experience in a senior management or executive environment would be an asset.

Responsibilities

Provides comprehensive executive and administrative support to the President’s Office, including preparing high-quality documents and presentations, coordinating meetings and committees, managing schedules and travel logistics, and ensuring timely communication and follow-up on key actions and priorities.
Supports day-to-day office operations by responding to inquiries, troubleshooting administrative and technology-related issues, guiding staff on policies and procedures, implementing administrative processes, and exercising discretion in handling confidential and sensitive matters while keeping leadership informed of emerging issues.
Provides logistical and coordination support for the President’s meetings, events, VIP visits, retreats, and special engagements, including preparing briefing materials, coordinating supporting documentation, monitoring scheduling conflicts, and ensuring the President is informed and prepared for all engagements. Acts as backup support for calendar and scheduling coordination, as required.
Collaborates with internal and external partners, including Marketing & Communications, to support event promotion, invitations, travel, catering, budgets, and overall event execution. Maintains the master events calendar and supports the Chief of Staff in advancing President’s Office initiatives and projects.
Prepares and coordinates briefing materials, correspondence, presentations, agendas, minutes, and follow-up actions related to the President’s Office and assigned committees. Assesses and responds to inquiries regarding the President’s participation in internal and external engagements and coordinates related communications and logistics.
Maintains digital filing and reference systems and supports records and information management practices. Assists with the implementation and maintenance of operational policies, procedures, projects, and initiatives to support efficient and effective President’s Office operations in alignment with institutional priorities.
Oversees administrative coordination of the President’s Office budget, including expense tracking, invoice processing, accounts payable, preparation of quarterly reports, and regular updates to the Chief of Staff regarding budget status and financial activities.
Provides end-to-end administrative support to the Board of Governors and its committees by coordinating agendas, preparing and distributing meeting materials, drafting reports and briefing notes, attending meetings, and maintaining accurate records, minutes, and official documentation.
Supports effective Board operations and governance by managing schedules and calendars, maintaining the Board portal and public website content, coordinating leadership interactions, providing technical meeting support, and ensuring compliance with applicable policies, bylaws, and governance standards.
Oversees Board-related budgeting and financial administration, including expense tracking, invoice processing, accounts payable, quarterly reporting, and year-end reconciliation.