25-41 EHI Permanent Executive Administrative Assistant - Bilingual

The Children’s Aid Society of Ottawa; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading non-profit organization in Ontario is seeking a highly organized Executive Assistant to support the Executive Director and Board of Directors. This role involves managing schedules, coordinating board meetings, and providing crucial administrative support. Candidates should have at least 5 years of experience in a similar role, coupled with strong organizational skills and proficiency in Microsoft Office. Join a committed team working towards equitable practices in serving the community.

Qualifications

• Minimum 5 years of progressive administrative experience supporting senior executives or Boards.
• Experience with legal services and governance coordination is an asset.
• Familiarity with HR or training systems is an advantage.

Responsibilities

• Manage the Executive Director’s calendar and correspondence.
• Coordinate Board and committee meetings.
• Schedule and coordinate legal meetings and case reviews.
• Collaborate with People and Culture for staff training administration.
• Prepare professional documents, presentations, and reports.

Skills

Exceptional organizational and time-management skills

Professionalism and discretion

Excellent written and verbal communication skills

Proficiency in Microsoft Office Suite

Education

Post-secondary education in business administration or related field

Tools

Microsoft Office Suite

Zoom

MS Teams

BoardEffect

Job description

The Children’s Aid Society of Ottawa (CASO) is committed to building a skilled workforce that reflects the population of Ottawa as well as the diverse communities we serve. This position has been identified as an opportunity underCASO’s Equity Hiring Initiative(EHI) in accordance with S.14 of the Ontario Human Rights Code. As such, we are currently inviting qualified candidates who self-identify from one or more of the following under-represented groups to apply :

• Visible Minority Persons
• 2SLGBTQIA+ Persons
• Persons living with Disabilities

As such, only applicants who self-identify with one of the above under-represented groups will be considered. Click for full details on CASO’s Equity Hiring Initiative.

The Children’s Aid Society of Ottawa is committed to removing systemic barriers in support of moving towards more equitable hiring practices.CASO takes pride in the fact that our workforce is comprised of a diverse group of employees and serve a diverse population of clients. We are committed to anti-racism and anti-oppression. Increasing representation is vital in order to provide the best possible service to the children, youth and families in our community. It is therefore important that we commit to providing a healthy work environment free of oppression for all staff. The Society recognizes the inherent dignity and worth of every employee and is committed to providing equal rights and opportunities without discrimination.

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the Executive Director and Board of Directors . This pivotal role ensures smooth executive operations, effective governance coordination, and seamless interdepartmental collaboration. The successful candidate will also support legal scheduling and learning and development administration in partnership with the People and Culture department. Key Responsibilities

Executive & Board Governance Support

• Manage the Executive Director’s calendar, correspondence, briefings, travel, and confidential documents.
• Coordinate Board and committee meetings : prepare agendas, compile materials, manage logistics, and record minutes.
• Track Board action items and distribute reports, policies, and governance documents.
• Support onboarding and orientation of new Board members; maintain governance records.
• Assist in planning the annual Board retreat and other governance events.

Legal Scheduling and Coordination

• Schedule and coordinate legal meetings, case reviews, and court-related activities.
• Liaise with legal representatives and internal staff to ensure timely coordination.
• Maintain confidentiality and accuracy in legal documentation and scheduling.

Learning and Development Administration

• Collaborate with People and Culture to manage staff training registrations, calendars, and attendance tracking.
• Liaise with external trainers and OACAS learning partners.
• Maintain training records and ensure compliance with internal and external requirements.
• Coordinate logistics for in-house and external training sessions.

Administrative and Operational Support

• Prepare professional documents, presentations, and reports.
• Manage correspondence and maintain an organized electronic filing system.
• Monitor timelines and deliverables for strategic and operational initiatives.
• Support follow-up on key decisions and priorities involving the Executive Director and Board.

Qualifications

Education and Experience

• Post-secondary education in business administration, office management, legal administration, or a related field.
• Minimum 5 years of progressive administrative experience supporting senior executives or Boards, preferably in the non-profit or public sector.
• Experience with legal services and governance coordination is an asset.
• Familiarity with HR or training systems is an advantage.

Skills and Competencies

• Exceptional organizational and time-management skills with strong attention to detail.
• Professionalism, discretion, and sound judgment in handling confidential information.
• Excellent written and verbal communication skills.
• Ability to build effective relationships with internal teams, Board members, and external stakeholders.
• Proficiency in Microsoft Office Suite and digital platforms (e.g., Zoom, MS Teams, BoardEffect).