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Posting Closing Date:

September 18, 2026

Campus Location:
London, ON

Department:
SWB1 Student Wellbeing

Employment Group:

Administrative

Pay Details:

$72,114.00 - $102,918.00 Salary

Worker Sub-Type:

Regular on fixed term (Fixed Term)

Time Type:

Full time

Remote Type:
Hybrid

Contract End Date:

October 1, 2027

Hours of Work per Week:

37.5

Job Description:

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

• Comprehensive Pension: Join a defined-benefit pension plan (through the CAAT Pension Plan) that delivers predictable lifetime retirement income.

• Vacation & Benefits: Enjoy 8% in lieu of vacation and benefits, along with access to an Employee & Family Assistance Program to support your well-being-both at work and beyond.

• Professional Development: Learning is at the heart of the Fanshawe experience-for both students and employees. Our Organizational Development and Learning team offers a wide range of training and development opportunities to help you grow your skills and advance your career.

• Inclusive, Meaningful Campus environment: Work alongside passionate colleagues in an inclusive culture that values diversity, drives student success, and connects you to the local community and campus life.

Ready to Apply?

If you're a highly organized and proactive administrative professional who thrives in a fast-paced environment, exercises sound judgment and discretion, and takes pride in keeping senior leaders organized and priorities moving forward, we encourage you to apply.

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.

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.