Executive Administrative Specialist - Meetings & Records

Welch LLP; Ottawa; On-site; CAD 40,000 - 60,000; Full time

Job summary

A local professional services firm in Ottawa is seeking an Administrative Services Specialist to join their admin team. The ideal candidate will provide comprehensive administrative support, manage schedules, communicate effectively, and maintain records. Candidates should possess a post-secondary diploma and a minimum of 2 years of related experience. Proficiency in MS Office and strong organizational skills are essential for success in this role.

Qualifications

• Completion of Post-secondary Diploma in Business Administration or a related field.
• Minimum of 2 years of previous experience in administrative support.
• Strong organizational skills and the ability to prioritize tasks.
• Great interpersonal skills.
• Able to handle high demand situations during peak periods.
• Strong computer skills in MS Office (Word, Excel, Outlook, PowerPoint).
• Able to work independently.
• Excellent oral and written communication skills in English.
• Oral and written communication skills in French would be an asset.

Responsibilities

• Provide support to teams including Outlook calendar management.
• Type, edit, and finalize correspondence and documents.
• Coordinate meetings and appointments, and prepare materials.
• Record and distribute minutes from various meetings.
• Maintain confidential records and corporate databases.
• Prepare invoices and client billings.
• Relieve reception duties on a rotational basis.
• Handle special projects assigned by the Director of Operations.

Skills

Strong organizational skills

Interpersonal skills

Computer skills in MS Office

Ability to handle high demand situations

Excellent oral and written communication skills in English

Oral and written communication skills in French

Education

Post-secondary Diploma in Business Administration or related field

Job description

A local professional services firm in Ottawa is seeking an Administrative Services Specialist to join their admin team. The ideal candidate will provide comprehensive administrative support, manage schedules, communicate effectively, and maintain records. Candidates should possess a post-secondary diploma and a minimum of 2 years of related experience. Proficiency in MS Office and strong organizational skills are essential for success in this role.