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Job summary

The Senior Administrative Assistant provides high-quality organizational support to the Strategic Enterprise Services division, including direct assistance to three Senior Vice Presidents. Responsibilities include managing complex calendars, coordinating meetings, preparing documentation, and overseeing departmental onboarding and administrative workflows.

Job details

Infrastructure Ontario (IO), an Ontario crown corporation, provides a wide range of services to support the Ontario government’s initiative to modernize and maximize the value of public infrastructure and realty. IO has been recognized domestically and internationally for the way it does business and the success it has had with its major projects, real estate services, infrastructure lending, commercial projects, and development mandate. IO delivers some of the most complex, ambitious commercial and land development solutions for the Province and continues to evolve and expand its capabilities to maximize its public impact and deliver on its vision of creating a connected, modern and competitive Ontario. Position Purpose: The Senior Administrative Assistant provides high-quality administrative and organizational support to the Strategic Enterprise Services division, including direct support to three Senior Vice Presidents (SVPs). The role supports enterprise-wide responsibilities such as calendar management, meeting coordination, document preparation, correspondence, office organization, onboarding, and tracking departmental activities. This position ensures smooth day-to-day operations and enables the department to deliver on strategic initiatives across IO. This role will also act as the back-up for the Executive Assistant to the Chief Strategy Officer. What You Will Do: Manage multiple complex calendars, anticipating scheduling conflicts and adjusting proactively based on SVP priorities. Coordinate across Strategic Enterprise Services and division-wide executive teams, preparing several weeks ahead to support meeting readiness. Work closely with government colleagues to accommodate urgent meetings and ad hoc requests. Serve as first point of contact for the SVPs and team, resolving inquiries independently when appropriate. Track and follow up on action items, procurement activities, expenses, and approvals in accordance with internal policies. Coordinate onboarding and off-boarding activities and orient new staff members. Organize and prepare meetings, including agenda creation, minute taking, tracking deliverables, and ensuring necessary logistics are in place. Prepare first drafts of correspondence, documents, presentations, and sensitive external materials. Maintain templates and ensure all documentation adheres to IO standards. Identify areas of opportunity for improvement or innovation in processes relevant to the position Act as a data steward (light) for executive workflows. Managing document integrity and version control to support basic records management. Who You Are: Post-secondary diploma in Business Administration or equivalent an asset. Several years of administrative experience supporting executives in a corporate setting. Experience supporting diverse business functions and managing competing priorities. Exceptional organizational, time-management, and prioritization skills. Ability to work independently with limited guidance in a fast-paced environment. Strong professionalism, discretion, and ability to handle sensitive information. Effective interpersonal, communication, negotiation, and facilitation skills. Excellent written communication skills and ability to synthesize information clearly. Demonstrated openness to new skills and approaches, seeking and applying feedback to improve performance and business outcomes. Ability to work with data and reports to support prioritization. Familiarity with tools such as PowerBI, SharePoint, and Microsoft Teams. As well, a comfort level with emerging tools such as AI copilots and automation tools will be valuable. Technical depth is not required, however, awareness of emerging AI tools and the ability to use them responsible will be beneficial. What We Offer: Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve. A Defined Contribution Pension Plan, with Infrastructure Ontario contributing the equivalent of 5% of a full-time employee’s annual salary and will also match any employee contribution up to an additional 5% of their annual salary. To provide further options for planning and saving for the future, IO offers a Group Retirement Savings Plan and Group Tax Free Savings Account to eligible employees. A comprehensive package that covers health, dental, vision, out-of-country care, paramedical services, and more. A pregnancy and parental leave program that offers expecting, eligible employees a top-up to 95% of their annual base salary for 31 weeks, and our parental leave program offers eligible employees a top-up to 95% of their annual base salary for 15 weeks. Access to our $1000 Healthcare Spending Account to top up expenses not covered in the benefits program and a Lifestyle Account that expands the eligibility of health and wellness options and can include coverage for gym memberships and fitness equipment, nutrition counselling or financial planning. Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues’ well-being. IO will also cover the costs associated with up to two membership and licence fees per year for eligible colleagues if directly related to the employee’s role. Access to a suite of virtual healthcare options to support non-urgent medical needs A convenient, central location at 1 Dundas St West, easily accessible by public transit. We offer a competitive salary range of $72,000 to $85,000 (S3 Level). Pay will align with skills, knowledge and experience of the candidate. This posting will close on Wednesday September 30th, 2026 at 11:59 pm. Interviews will occur on a rolling basis until the role is filled. This posting is for a current active vacancy. We are actively recruiting to fill this position. After reviewing the qualifications listed above, we want you to know that we understand you may not meet all the qualifications described, but still encourage you to apply, as you may have other relevant expertise and experience that you can bring to the role. At Infrastructure Ontario, we strive to create a culture that encourages a diverse equitable and inclusive environment that fosters belonging. We believe that experience comes in many forms and through learning from each others’ differences and perspectives gives us strength. We are committed to enhancing our culture and encourage applications from all walks of life. Let us know if you require any accommodations for the selection process, by contacting the Talent Acquisition Team. Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience will be taken into consideration as applicable to the posted position. At Infrastructure Ontario, we use AI in our applicant tracking system to improve the efficiency and fairness of recruitment. Your application will be reviewed by both AI and our hiring team for a thorough evaluation. Please note that final hiring decisions are made solely by our experienced hiring team.

What you’ll do

The Senior Administrative Assistant provides high-quality organizational support to the Strategic Enterprise Services division, including direct assistance to three Senior Vice Presidents. Responsibilities include managing complex calendars, coordinating meetings, preparing documentation, and overseeing departmental onboarding and administrative workflows.

Requirements

Candidates should have several years of administrative experience supporting executives in a corporate setting and possess exceptional organizational and prioritization skills. A post-secondary diploma in Business Administration or equivalent is considered an asset for this role.

Benefits

• Defined Contribution Pension Plan • Group Retirement Savings Plan • Group Tax Free Savings Account • Health Insurance • Dental Insurance • Vision Insurance • Out-of-country medical care • Paramedical services • Pregnancy and parental leave top-up • Healthcare Spending Account • Lifestyle Account • Professional development support • Membership and licence fee coverage • Virtual healthcare options

Listed skills

• Time management · Preferred
• document preparation · Preferred
• Negotiation · Preferred
• Communication · Preferred
• Prioritization · Preferred
• Onboarding · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar management
• Meeting coordination
• Document preparation
• Correspondence
• Office organization
• Onboarding
• Procurement tracking
• Expense management
• Minute taking
• Data stewardship
• Records management
• Professionalism
• Time management
• Prioritization
• Communication
• Negotiation
• Power BI
• Presentations
• Planning
• Templates
• Operations
• Coordinating
• Workflow Management
• Procurement
• Innovation
• Business Administration
• Artificial Intelligence
• Interpersonal Communications
• Time Management
• Real Estate
• Data Governance
• Automation
• Administrative Functions
• Microsoft Teams
• Microsoft SharePoint
• Leadership Development
• Financial Planning
• Scheduling
• Version Control
• Calendar Management
• Records Management
• Land Development
• Applicant Tracking Systems
• Document Preparations
• Virtual Health
• Information Synthesis

Job areas

• Administrative
• Government & Public Sector
• Management & Leadership
• Enterprise Administrator
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive