Administrative Assistant - Part Time

Recruiting In Motion; Ottawa; Remote; CAD 30,000 - 45,000; Part time

Job summary

A distinguished Ottawa-based advisory firm seeks a highly organized Part-Time Executive Assistant to support the President/CEO. The role involves managing administrative tasks, coordinating schedules, and assisting with client communications in a collaborative environment. Ideal for someone with strong interpersonal skills looking for flexible part-time work.

Qualifications

• Minimum 5 years of experience supporting an executive or senior leader.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook.

Responsibilities

• Provide comprehensive administrative support to the President / CEO.
• Handle correspondence and liaise with clients and stakeholders.
• Assist with client onboarding and maintain client files.

Skills

Organizational Skills

Time Management

Communication

Problem Solving

Tools

Microsoft Office Suite

OneDrive

Job description

Our client is a distinguished Ottawa-based advisory firm with three decades of expertise in estate planning, family enterprise systems, foundation philanthropy, estate management, and life insurance planning. Guided by a seasoned President and CEO, the firm is dedicated to leading clients through a comprehensive financial planning journey, focusing on family succession plans. By collaborating with advisors, tax experts, and legal professionals, our client offers sound and practical advice on wealth transfer, risk mitigation, and wealth preservation. Committed to exceptional client service and safeguarding families and businesses from financial volatility, the firm also values community involvement and the well-being of its team. As demand for their services grows, this organization is poised to expand its team, fostering a welcoming environment for staff and clients.

We are seeking a highly organized and detail-oriented Part-Time Executive Assistant to support the President / CEO. The ideal candidate will play a crucial role in ensuring the smooth operation of the firm by managing administrative tasks, coordinating schedules, and assisting with client communications. This role is perfect for someone with strong interpersonal skills who thrives in a small, collaborative environment and is looking for part-time work.

Key Responsibilities :

• Administrative Support : Provide comprehensive administrative support to the President / CEO, including calendar management, travel arrangements, scheduling meetings, and preparing documents, reports, and presentations.
• Communication : Handle correspondence on behalf of the President / CEO, including drafting emails, letters, and reports. Liaise with clients, staff, and external stakeholders as needed.
• Client Management : Assist with client onboarding, maintain client files, and ensure timely follow-up on client inquiries.
• Event Coordination : Assist in planning and coordinating company events, client meetings, and other special projects.
• Support Special Projects : Provide support for ad hoc projects as required by the President / CEO

The ideal candidate will have proven experience as an Executive Assistant, Administrative Assistant, or in a similar role, preferably within a professional services environment. You will possess strong organizational and time-management skills, with the ability to manage multiple priorities effectively. Excellent written and verbal communication skills are essential, along with proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and OneDrive. A high level of discretion and professionalism is required in handling confidential information. The successful candidate will be able to work independently while also thriving as part of a small team, demonstrating strong attention to detail and problem-solving abilities. You can demonstrate your ability to proactively organize and prioritize the daily workload for executives, ensuring smooth and efficient operations.

What will make you stand out :

• Exceptional understanding of MS Office, including OneDrive for filing systems
• Minimum 5 years of experience supporting an executive or senior leader
• Legal administrative experience would be a huge asset
• An understanding of the small business environment and culture
• Looking for flexible part-time work, but available during core business hours

If you are an Executive Assistant / Administrator located in Ottawa, available during core business hours, and looking for part-time remote work, we want to talk to you. This outstanding opportunity will give you the flexibility to prioritize balance but keep you engaged and challenged in your work. Contact us at to discuss further.