ADMINISTRATIVE ASSISTANT, EXECUTIVE OFFICE

National Arts Centre; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading arts organization in Ottawa is seeking an organized Executive Assistant to support the President and CEO. Responsibilities include managing schedules, arranging travel, and providing administrative support. The ideal candidate has a post-secondary diploma, three years of executive experience, and bilingual communication skills. This role demands discretion, excellent interpersonal skills, and proficiency in Microsoft Office suite.

Qualifications

• Minimum of three (3) years of experience in an executive environment.
• Ability to adapt quickly to a fast-paced environment.
• Highly organized and able to coordinate a variety of activities simultaneously.

Responsibilities

• Coordinate the President and CEO’s schedule and travel arrangements.
• Provide administrative support to office staff.
• Ensure timely distribution of materials to Board members.

Skills

Excellent computer skills including Word, Excel, Access, PowerPoint, and Outlook

Strong public relations and interpersonal skills

Ability to maintain discretion and confidentiality

Excellent oral and written communication skills in both official languages

Education

Post-secondary diploma

Job description

Key Activities

Reporting to the Executive Assistant, the incumbent’s responsibilities include, but are not limited to, working closely with the Executive Assistant in the planning, prioritization, and fulfillment of daily activities such as meeting preparation, coordination of the President and Chief Executive Officer’s schedule, travel arrangements, and coordination of all forms and daily correspondence.

Responsibilities include but are not limited to :

• Answer and direct general telephone inquiries in a professional and courteous manner;
• Reply to general information requests;
• Greet high-level NAC visitors – including senior officials from various government departments, embassies, and artists – in a professional manner.

Office administration

• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents;
• Sort incoming mail and courier parcels;
• Prepare and send mail and courier parcels;
• Direct e-mails and voice messages to the appropriate staff members for action;
• Purchase, receive, and store office supplies;
• Code and file administrative material;
• Update the CEO’s databases;
• Provide administrative support to office staff;
• Make travel, meeting, and other arrangements for the CEO and Chair of the Board;
• Prepare expense reports.

Financial management

• Code and file financial material;
• Prepare credit card reconciliations.

Support to the Board of Trustees

• Ensure the timely distribution of material to Board members.

Skill Requirements

• Post-secondary diploma plus a minimum of three (3) years of experience in an executive environment;
• Excellent computer skills including Word, Excel, Access, PowerPoint, and Outlook;
• Strong knowledge of the Microsoft Office suite;
• Strong research skills on the Internet;
• Ability to adapt quickly to a fast-paced and highly charged environment;
• Highly organized and able to coordinate a variety of activities simultaneously;
• Excellent public relations and interpersonal skills;
• Ability to maintain discretion and absolute confidentiality at all times;
• Tactful, diplomatic, and professional;
• Flexible and available to work within an irregular schedule;
• Excellent oral and written communication skills in both official languages is mandatory.