Executive Administrative Assistant

**Position Title**:Executive Administrative Assistant

**Reports to**:Executive Administrative Manager

**Location**:Toronto, ON

**About IBU**

International Business University (IBU) is a dynamic and growing private university in Ontario, dedicated to delivering innovative programs that prepare students for real-world business challenges. IBU is committed to providing a cutting-edge educational experience through high-quality online graduate programs and continuing education offerings. We're seeking driven, dynamic, and visionary professionals who are ready to take their careers to new heights and be part of our transformative journey.

**Position Summary**

**Key Responsibilities**:

- Assist the EAM in providing comprehensive administrative support to the senior-level executives including, but not limited to the Founder, Chancellor, President & Vice-Chancellor and Vice-President of Strategy and Growth, which may include calendar management, travel arrangements, and meeting coordination.
- Prepare and edit documents, presentations, and reports as required for executive meetings.
- Coordinate logistics for executive events, meetings, and conferences, ensuring all details are in place.
- Assist with project management and follow-up on key initiatives, ensuring that deadlines are met, and tasks are completed on time.
- Maintain confidentiality and exercise discretion in all matters.
- May be expected to attend and accurately record minutes for internal and external meetings, ensuring timely distribution to relevant stakeholders.
- Maintain organized and confidential records of meeting minutes, tracking action items and follow-ups as required.
- Provide logístical and administrative support for campus visitors, including coordinating agendas, managing itineraries, and assisting with meeting arrangements.
- Act as a point of contact for guests or visiting delegations, ensuring a welcoming and professional experience while supporting the university’s engagement objectives.
- Foster strong working relationships with internal and external stakeholders, representing the executives in a professional manner.
- Handle special projects as assigned, ensuring that tasks are completed efficiently and effectively.
- Support the leadership team by managing office supplies and ensuring that the workplace environment is organized and conducive to productivity. Responsible for ensuring the smooth operation of the daily activities of the office.
- Proactively address administrative challenges and recommend solutions to improve efficiency.
- Other duties as required.
- Bachelor's degree or equivalent experience in Business Administration, Communications, or related field.
- Minimum 5 years of experience supporting C-suite and other senior executive-level management.
- Proven ability to manage multiple priorities and work effectively in a fast-paced, high-pressure and high-stress environments.
- Exceptional interpersonal and communication skills, with the ability to interact professionally with executives, employees, and external partners.
- Exceptional organizational and time-management skills, with an eye for detail and accuracy.
- Discretion and integrity when handling confidential information at all times.
- Superior ability to remain calm and composed under stress and manage competing demands effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with advanced skills in PowerPoint and Excel.
- Strong problem-solving skills and the ability to think critically in high-pressure situations.
- Experience in project management and handling complex schedules and logistics.
- Proven ability to work independently and collaboratively in a fast-paced environment.
- Highly self-motivated, proactive, and adaptable to changing priorities.

**Job Types**: Full-time, Permanent

Schedule:

- Monday to Friday
- Weekends as needed

**Experience**:

- Executive Administrative: 5 years (preferred)

Work Location: In person