Executive Assistant

Salary - $27
Location - On-site Downtown, Ottawa, ON
Employment Type: 2-month contract with the opportunity for extension and potential permanent employment.

Position Overview

We are seeking an experienced and highly organized Executive Assistant to provide comprehensive administrative and executive support to a senior leader. This role requires a proactive professional who can effectively manage competing priorities, maintain confidentiality, and serve as a key point of coordination between internal teams and external stakeholders.

The successful candidate will play a critical role in supporting daily operations, managing schedules, coordinating travel, preparing communications, and ensuring the smooth flow of information and activities within the department.

Key Responsibilities

Executive Support

• Manage a complex and active calendar, scheduling appointments, meetings, and events.
• Coordinate and arrange detailed travel plans, accommodations, and itineraries.
• Prepare agendas, briefing materials, meeting packages, and related documentation.
• Attend meetings, record minutes, and distribute follow-up action items.
• Complete and process expense reports accurately and in a timely manner.
• Monitor and follow up on deadlines, priorities, and outstanding tasks on behalf of leadership.
• Research, prioritize, and respond to inquiries, issues, and concerns, including sensitive and confidential matters.

Communication & Stakeholder Management

• Draft, edit, and proofread correspondence, emails, reports, and meeting materials.
• Serve as a primary point of contact for internal and external stakeholders.
• Facilitate communication between leadership, departments, government representatives, community partners, and other key contacts.
• Maintain professional and positive relationships with stakeholders at all levels.

Coordination & Administrative Support

• Coordinate internal meetings, workshops, and special events.
• Support cross-functional collaboration and communication across teams.
• Assist with planning committees, working groups, conferences, and organizational events.
• Provide administrative support for special projects and initiatives as required.
• Maintain accurate records and ensure documentation is organized and accessible.

General Duties

• Maintain confidentiality and discretion when handling sensitive information.
• Ensure administrative processes are completed efficiently and accurately.
• Perform other duties as assigned in support of departmental objectives.

Qualifications

Education

• College diploma or bachelor's degree in Business Administration, Office Administration, or a related field.

Experience

• Minimum 5 years of experience supporting senior executives or leadership teams in an Executive Assistant or similar role.
• Experience managing complex calendars, travel arrangements, and executive communications.
• Proven ability to work independently in a fast-paced environment with multiple priorities.

Skills & Competencies

• Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Excellent attention to detail and accuracy.
• Ability to handle confidential information with professionalism and discretion.
• Strong interpersonal skills with the ability to build relationships across all levels of an organization.
• Bilingualism (English/French) is considered an asset.

What We're Looking For

The ideal candidate is highly organized, resourceful, and proactive, with the ability to anticipate needs, manage competing priorities, and provide seamless support to senior leadership. You thrive in a professional environment, communicate effectively with diverse stakeholders, and take pride in delivering exceptional administrative support.