Administrative Assistant

Quantum Management Services Ltd.; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

Quantum Management Services Ltd. is looking for a highly organized Administrative Assistant for a 6-month contract with potential for permanence. This role involves client interactions, meeting coordination, and administrative support within a professional real estate division, providing a collaborative team culture and exposure to high-level operations.

Benefits

Collaborative team culture with mentorship

Exposure to high-level meetings

Stable contract with potential permanent hire

Qualifications

• Minimum 1+ year of experience as an Administrative / Executive Assistant.
• Skilled in meeting coordination, boardroom booking, and preparation.
• Hands-on experience with calendar management and expense handling.

Responsibilities

• Welcome clients and visitors for in-office meetings.
• Coordinate travel bookings and manage boardroom scheduling.
• Process high volume of invoices and assist in board documentation.

Skills

Calendar management

Invoice processing

Meeting coordination

Bilingual (French)

Job description

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Quantum Management Services Ltd. provided pay range

This range is provided by Quantum Management Services Ltd. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range: CA$26.00 / hr - CA$26.00 / hr

Position : Administrative Assistant

Salary : $26 per hour

Job Type : 6-month contract (with potential to extend or become permanent)

We are seeking a highly organized and polished Administrative Coordinator to join a professional real estate division within a well-known organization. This role is ideal for someone who thrives in a structured, fast-paced office environment and has demonstrated success in a front-facing administrative role.

Why Join Our Client :

• Collaborative team culture with strong mentorship from an Executive Assistant
• Exposure to high-level meetings and board reporting
• Stable 6-month contract with the potential for permanent hire

Key Responsibilities :

• Welcome clients and visitors for in-office meetings
• Handle access card issuance and new hire onboarding
• Coordinate travel bookings and manage boardroom scheduling
• Process high volume of invoices (approval routing – no accounting required)
• Prepare and support documentation for board meetings
• Assist in formatting presentations and compiling board materials with the EA
• Take minutes for internal meetings, including real estate-focused discussions
• Manage general office supplies and maintain front desk coverage (in rotation)
• Liaise with vendors and internal stakeholders as needed

Requirements :

• Minimum 1+ year of experience as an Administrative / Executive Assistant
• Hands-on experience with calendar management, expense handling, and invoice processing
• Skilled in meeting coordination, boardroom booking, and preparation
• Proficiency in French (bilingual an asset)

Please send your resume in Word format to Tanveer Sodhi at [e-mail].

Seniority level: Associate

Employment type: Contract

Job function: Administrative

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