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Interested in growing your career at Fanshawe College?

Fanshawe College thrives because of its people. We foster a culture of excellence and see opportunities to turn potential into impact. Leading with empathy, belonging, unity, learning and courage, we guide the learning journey of our students, ensuring they are ready for work and life, today and tomorrow.

Working at Fanshawe College

Fanshawe College is committed to the principles of hybrid work and may offer this option to employees whose work can be performed in an alternate location, without adverse impact to the operations of the College, inclusive of our Student and Staff experience. Confirmation of hybrid work options available to you will be clarified upon hire and may be subject to change based on the duties required of your position. Successful candidates will be required to perform work within Ontario and must be available to work on campus, as required.

Campus Location:

Department:

Remote Type:

Note: 1 vacancy available. This position is deemed a critical vacancy.

Work Mode: Hybrid – This position requires 4 days onsite per week, with the potential to work 3 days onsite per week during lower-volume periods, such as the summer months.

Why this Role is Important    

Reporting to the Senior Leader, the Senior Leader Assistant supports their leader by ensuring effective daily operations and execution of administrative tasks. This role requires a proactive and organized individual who can manage time-sensitive tasks, interact with a variety of internal and external stakeholders, and contribute to the smooth functioning of the department or unit. The Senior Leader Assistant is entrusted with handling moderately confidential matters and supporting operational needs with accuracy and professionalism.

How You’ll Make an Impact  

Calendar & Communications Management

• Manage front-office interactions with discretion, greeting visitors while safeguarding confidential discussions and ensuring professional, tactful communication

• Oversee and protect access to the senior leader’s calendar, scheduling meetings, appointments, and events while maintaining strict confidentiality of engagements

• Resolve scheduling conflicts with strategic prioritization, ensuring secure time allocation for high-level discussions and confidential matters

• Arrange logistics for meetings, including booking meeting rooms and virtual platforms to support confidential conversations

• Prepare and distribute classified meeting materials, ensuring controlled access to sensitive documents and briefing notes

• Provide proactive reminders of upcoming high-priority commitments, anticipating confidential requirements and deadlines

• Handle rescheduling and cancellations discreetly, balancing confidentiality and operational flexibility while minimizing disruptions

Confidential & Strategic Administrative Support

• Draft, proofread, and format leadership correspondence, including letters, briefing notes, confidential reports, and presentations, ensuring clarity, accuracy, and alignment with institutional priorities

• Take comprehensive meeting minutes, tracking key discussions, strategic decisions, and actionable follow-ups while maintaining strict confidentiality; promptly distribute finalized records to relevant stakeholders

• Ensure all written communications reflect a professional tone and style appropriate to the senior leader’s office

• Handle sensitive administrative matters with professionalism, ensuring confidentiality and appropriate escalation when necessary

• Assist in managing confidential discussions and departmental issues, offering discreet coordination and support in resolving challenges

• Provide research and insights on operational concerns, supporting informed decision-making for management leaders

• Draft, review, and maintain confidential correspondence and reports, ensuring accuracy and discretion in all communications

• Ensure compliance with college policies, ensuring regulatory and institutional governance requirements are met

• Maintain knowledge of institutional policies, procedures, and strategic priorities

Project & Administrative Support 

• Assist with coordinating departmental projects and initiatives, maintaining timelines and tracking progress

• Gather and compile data for reports and presentations, ensuring accuracy

• Support general administrative tasks, including booking travel and managing office supplies

• Facilitate team coordination and communication

• Assist in monitoring key performance indicators (KPIs) for departmental initiatives

• Support the senior leader or department staff by managing digital tools, databases, and communication platforms to enhance efficiency

• Assist in planning and executing leadership retreats, professional development workshops, or department-wide events, when required

Confidential Budget & Financial Support 

• Assist in processing expense claims, purchase requisitions, and invoice tracking

• Monitor and maintain departmental budget expenditures, preparing summaries and reports while maintaining discretion on confidential financial matters

• Ensure compliance with institutional financial policies, safeguarding sensitive and confidential financial data and adhering to confidentiality guidelines

• Coordinate with various college teams, facilitating secure financial operations and managing confidential transactions as needed

Stakeholder Communication 

• Facilitate committee communications, scheduling, and logistics, including corresponding with committee members, arranging meeting facilities, travel accommodations, and refreshments as needed

• Respond to routine inquiries from internal and external stakeholders

• Coordinate communication flows between the senior leader and other departments or partners

• Facilitate timely and accurate information sharing

Records & Filing 

• Maintain organized administrative systems, files, and databases

• Ensure compliance with college policies for records management and document retention

• Regularly update and archive records to support operational efficiency

• Perform other duties as assigned

Performs other related duties as assigned 

What You’ll Bring    

• 2-year post-secondary diploma in business administration, office administration, public administration, or a related field is required

• Minimum 4 years' of administrative support experience in a busy office environment, preferably supporting senior-level management or leadership

• An equivalent combination of education and experience may be considered

• Demonstrated experience managing calendars, scheduling meetings, and coordinating logistics for multiple stakeholders

• Proven ability to draft, proofread, and distribute professional correspondence and meeting materials

• Experience in taking meeting minutes and accurately documenting discussions and action items

• Familiarity with basic budget tracking, processing expense claims, and working with financial or procurement procedures

• Experience communicating effectively with a variety of internal and external stakeholders

• Proficient in using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable with electronic document management and scheduling systems

What This Opportunity Offers 

Fanshawe College uses Workday to manage recruitment and hiring processes.

Educational Credentials

While transcripts are not required for the interview, they are mandatory as a condition of employment.

Equity, Diversity and Inclusion

Fanshawe College is an equal opportunity employer. We are committed to equity, value diversity, and welcome applicants from diverse backgrounds.

Accommodation

Fanshawe College provides accommodations to job applicants with disabilities throughout the hiring process. If a job applicant requires an accommodation during the application process or through the selection process, the hiring manager and the recruiter leading the recruitment will work with the applicant to meet the job applicant’s accommodation needs. Accommodation requests per the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act can be emailed to: [email protected]

Land Acknowledgement

Fanshawe College would like to acknowledge and honour the Anishinaabe, Lotinuhsyuní and Lenape people of southwestern Ontario as the traditional owners and custodians of the lands and waterways where Fanshawe College is located.

We thank all applicants for their interest; however, only those chosen for an interview will be contacted.