Executive Assistant

Location: Ottawa, ON
Work Arrangement: Hybrid – 4 days onsite, 1 day remote
Hours: Monday–Friday, 8:30 a.m.–4:30 p.m.
Compensation: $36 per hour
Position Type: 6 month Contract

About the Role

We are seeking an experienced Executive Assistant to provide high-level administrative and organizational support to a senior executive within an Indigenous-focused organization.

This role is ideal for a highly organized, professional, and discreet individual who is comfortable managing competing priorities, coordinating complex schedules and travel, preparing documents, and working with a wide range of internal and external stakeholders.

The successful candidate will demonstrate excellent judgment, communication skills, attention to detail, and the ability to handle confidential information with discretion.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to the senior executive.
• Manage day-to-day administrative activities and competing priorities.
• Anticipate needs and proactively address scheduling, logistical, and administrative issues.

Calendar & Schedule Management

• Manage and maintain a complex executive calendar.
• Schedule meetings, conferences, teleconferences, and appointments.
• Coordinate with internal and external stakeholders to prioritize commitments.
• Identify and resolve scheduling conflicts proactively.

Information & Document Management

• Organize and maintain electronic and hard-copy files.
• Ensure confidential information is securely maintained.
• Manage document version control and ensure records are current and properly archived.
• Conduct research and gather information to support executive priorities.

Travel Coordination

• Arrange domestic and international travel, including flights, accommodations, ground transportation, and related documentation.
• Prepare detailed itineraries and travel information.
• Address travel-related changes, issues, or emergencies as required.

Meeting & Committee Coordination

• Prepare meeting agendas, materials, and supporting documentation.
• Coordinate meeting logistics, including room bookings when required.
• Attend meetings and take detailed notes/minutes.
• Track decisions, action items, and follow-ups to ensure deadlines are met.
• Support committees, conferences, workshops, and other events as required.

Project Support

• Assist with planning and coordinating special projects and initiatives.
• Track project activities, deadlines, and progress.
• Attend conferences, workshops, and other events as required.

Communications

• Draft, format, proofread, and distribute correspondence, forms, reports, and other documents.
• Respond to correspondence appropriately and professionally.
• Prepare documents and materials for distribution, mailing, filing, and other administrative purposes.

Other Duties

• Support other departments and contribute to organizational initiatives.
• Perform additional duties as assigned.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Secretarial Studies, or a related field; alternatively, Grade 12 or equivalent combined with several years of executive administrative experience.
• Several years of experience providing executive-level administrative support.
• Experience working with Indigenous organizations is considered an asset.
• Experience working with different levels of government is considered an asset.
• Strong proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Experience working in a computerized office environment; familiarity with Google Workspace is an asset.
• Experience supporting committees and/or boards is preferred.

Key Skills & Attributes

• Exceptional organizational and time-management skills.
• Strong ability to prioritize and manage multiple competing demands.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Professional, approachable, and confident interpersonal skills.
• High level of discretion and ability to handle confidential information.
• Strong problem-solving and decision-making abilities.
• Ability to work independently while collaborating effectively with others.
• Ability to remain calm and effective under pressure and meet tight deadlines.
• Flexibility to adapt to changing priorities and schedules.
• Minimum typing speed of 50 words per minute.
• Excellent telephone and customer service skills.
• Strong command of English spelling, grammar, and punctuation.
• Working knowledge of standard office equipment.

Additional Requirements

• Knowledge or understanding of Indigenous history and culture is considered an asset.
• Interest in Indigenous issues and languages.
• Valid driver’s licence.
• Willingness to work occasional evenings and weekends as required.
• Willingness to travel occasionally.
• Must be able to work overtime when required.
• Successful completion of required criminal record and child abuse registry checks.

Working Conditions

• Hybrid work arrangement with a minimum of 4 days per week onsite in Ottawa.
• Regular hours are Monday to Friday, 8:30 a.m. to 4:30 p.m.
• Occasional evening and weekend work may be required.
• Occasional travel may be required.
• The position involves extended periods of sitting and working at a computer.