Executive Assistant (Academic Administration)

About IBU

International Business University (IBU) stands as Ontario’s first independent not-for-profit university. Having received Ministerial consent for full accreditation in 2020 and DLI approval in 2023, IBU is Ontario’s only not-for-profit independent University. Our foundation draws inspiration from the world’s most esteemed independent universities, creating a ‘next generation’ model characterized by innovation, agility, and responsiveness. IBU is focused on being a truly student-centric, industry-aligned university, executing the best practices of today to build the future talent relevance of tomorrow. IBU is committed to curricula and learning experiences that seamlessly blend rigorous academic preparation with practical skill development, reflecting emerging technologies, evolving societal needs, and the future demands of the global workforce.

Job Title: Executive Assistant

Term: Full-time, Indefinite (40 hours/week)

Department: EDVP Office

Reports to: Executive Dean & Vice-President

Location: Toronto, Ontario

The Executive Assistant (EA) provides high-level, confidential administrative and strategic support to two senior leaders: the Executive Dean and Vice-President (EDVP) and the Registrar of International Business University. Acting as the principal liaison between the EDVP and the Registrar, and diverse internal and external stakeholders, the EA manages critical functions including complex scheduling, academic governance coordination, communications, and executive-level project support. This role demands sound judgment, discretion, superior organizational skills, and a deep understanding of university systems and priorities. The ideal candidate will be highly organized, detail-oriented, and able to handle sensitive information with discretion. This position demands exceptional communication and time management skills to ensure the smooth and efficient operation of the senior leaders’ day-to-day activities.

Key Accountabilities/ Duties:

 

• Provide comprehensive administrative support to the EDVP and the Registrar, which may include calendar management, travel arrangements, and meeting coordination.
• Prepare and edit documents, presentations, and reports as required for executive meetings.
• Manage executive communications, including emails, phone calls, and correspondence, ensuring timely responses and effective handling of queries.
• 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 logistical 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.

 

Required Qualifications and Skills:

 

• Bachelor's degree or equivalent experience in Business Administration, Communications, or related field.
• Minimum 5 years of experience supporting multiple C-suite and other senior executive-level management.
• Demonstrated ability to manage multiple priorities effectively and thrive in dynamic, high-pressure 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 especially in high-stakes or time-sensitive situations.
• Experience in project management and handling complex schedules and logistics.
• Proven ability to work independently and collaboratively in an accelerated work environment.
• Highly self-motivated, proactive, and adaptable to changing priorities.

 

Application Process

To formally express your interest in this opportunity, please submit your resume and a brief cover letter to careers@ibu.ca. In your cover letter, please highlight your qualifications for the role and share what inspires you about the prospect of contributing to a rapidly scaling, purpose-driven organization. We look forward to reviewing your application. See our website www.ibu.ca for further information about this new and exciting opportunity.

To support the overall well-being and success of our employees, the organization provides a comprehensive total rewards package which includes:

• 100% employer paid extended Health & Dental benefits
• 24/7 access to Employee & Family Assistance Program and Virtual Healthcare
• Life, AD&D, and Long-Term Disability Insurance
• Competitive paid time off, starting at 3 weeks
• Tuition reimbursement
• Access to preferred corporate membership rates with GoodLife Fitness
• Engaging employee appreciation and community-building events throughout the year

 

This position is based in a hybrid work arrangement, with employees working on-site four (4) days per week and the option to work remotely one (1) day per week, based on business needs. Employees will be required to come on-site as needed and are expected to reside in Ontario and within a reasonable commuting distance of the office.

 

All applications submitted are reviewed in detail by our HR team. In certain aspects of the hiring process, artificial intelligence (AI) tools may be used, specifically for screening and assessments. These tools support our team and are used to help bring relevant criteria to the foreground and do not replace human judgment. We are committed to using AI responsibly, fairly, and in compliance with applicable employment and anti-discrimination laws. We regularly review these tools to help prevent bias or discrimination.

 

Vega/IBU values and embraces Diversity, Equality, Inclusion, and Accessibility as fundamental to our mission to educate students for career success in the business world today. Our desire is to ensure that our institution is a welcoming, inclusive, respectful, and safe environment for everyone. We are dedicated to fostering diversity and inclusivity within our community and are an equal-opportunity employer. We invite and encourage applications from all qualified individuals who would contribute to the further diversification of our Institution, including equity-deserving groups that are traditionally underrepresented in employment (Indigenous peoples, racialized persons, women, persons with disabilities, and 2SLGBTQQIPA+ persons). If you require an accommodation during the recruitment process, please contact Human Resources at humanresources@ibu.ca.