Bilingual Administrative Assistant

Quantum Management Services; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading company in real estate is seeking an Administrative Coordinator for a 6-month contract in Ottawa. This role includes welcoming clients, managing schedules, and supporting board meetings. Ideal candidates are organized, bilingual in French and English, and have experience in administrative roles.

Benefits

Collaborative team culture

Mentorship from Executive Assistant

Exposure to high-level meetings

Qualifications

• Minimum 1+ year of experience as an Administrative / Executive Assistant.
• Experience with calendar management, expense handling, and invoice processing.
• Skilled in meeting coordination and boardroom preparation.

Responsibilities

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

Skills

Organizational Skills

Bilingual (French/English)

Communication

Job description

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 - must be bilingual

Please send your resume in Word format to Tanveer Sodhi at .