ADMINISTRATIVE ASSISTANT, EXECUTIVE OFFICE

National Arts Centre; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading company is seeking an Administrative Assistant to support the Executive team in Ottawa. This position involves organizing schedules, managing correspondence, and providing administrative support to enhance efficiency in a dynamic work environment. Ideal candidates will have strong communication skills and a solid foundation in office administration, complemented by the ability to work discreetly and professionally at all times.

Qualifications

• Minimum of three years experience in an executive environment.
• Excellent skills in Word, Excel, Access, PowerPoint, and Outlook.
• Bilingual oral and written communication skills are mandatory.

Responsibilities

• Coordinate daily activities of the Executive team including scheduling and travel arrangements.
• Prepare reports and manage correspondence for the CEO.
• Handle inquiries from high-level visitors professionally.

Skills

Organization

Interpersonal skills

Communication

Discretion

Adaptability

Education

Post-secondary diploma

Tools

Microsoft Office Suite

Job description

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, co-ordination of the President and Chief Executive Officer’s schedule, travel arrangements and co-ordination 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.
• 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 working in an executive environment;
• Excellent computer skills including Word, Excel, Access, PowerPoint and Outlook;
• Strong knowledge with 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;
• Must be able 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.

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Administrative Assistant Office • Ottawa Ontario, CA