Executive Assistant

Daniel J Edelman Holdings; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading communications marketing firm in Ottawa is hiring an Executive Assistant to support C-suite executives in a government relations environment. This role requires strong organizational skills, experience managing busy schedules, and the ability to handle confidential information. The successful candidate will coordinate meetings, assist in document preparation, and manage travel arrangements. Applicants should have at least 5 years of experience and proficiency in Microsoft Office and Teams.

Qualifications

• Minimum 5 years of experience as an Administrative or Executive Assistant.
• Experience working in a government office consulting organization is preferred.
• Excellent computer skills including proficiency in Microsoft Teams, Word, Excel, Outlook, and PowerPoint.
• Solid multitasking skills; able to manage and balance large volumes of work.
• Strong analytical skills with the ability to exercise judgment when dealing with problems.

Responsibilities

• Coordinate and schedule executives' meetings and events, adjusting as priorities change.
• Assist with creating summary briefs, reports, and presentations.
• Prepare and process expense reports and purchase invoices.
• Maintain confidentiality while liaising with government offices and clients.
• Make travel arrangements as needed.
• Assist with planning special projects and events.
• Support office operations and visitor management.
• Demonstrates strong written and verbal communication skills.
• Prior experience working with or within government or political offices.

Skills

Time Management

Microsoft Office

Organizational skills

Microsoft Outlook

Microsoft Word

Personal Assistant Experience

Microsoft Powerpoint

Calendar Management

Microsoft Excel

Administrative Experience

Microsoft Outlook Calendar

Google Suite

Education

Post-secondary training in a relevant discipline

Tools

Microsoft Teams

Job description

Edelman is a voice synonymous with trust reimagining a future where the currency of communication is action. Our culture thrives on three promises: boldness is possibility, empathy is progress, and curiosity is momentum.

At Edelman we understand diversity, equity, inclusion, and belonging (DEIB) transform our colleagues, our company, our clients, and our communities. We are in relentless pursuit of an equitable and inspiring workplace that is respectful of all, reflects and represents the world in which we live, and fosters trust, collaboration, and belonging.

Edelman has experienced unprecedented growth in recent years growth that is reflective of the firm’s ongoing evolution from a PR agency into a communications marketing firm. We now offer several specialized areas of expertise including public affairs, creative, social, paid media, and research to help clients evolve, promote, and protect their brands and their license to operate in the market. By investing heavily in specialty areas and by focusing on collaboration, agency position, innovation, and establishing a culture of creativity, Edelman is well-positioned to continue to deliver best-in-class work to our clients in today’s complex media. Canada, Edelman has offices in Toronto, Vancouver, Calgary, Ottawa, and Montreal and more than 60 offices worldwide.

Edelman is currently hiring an Ottawa-based professional and enthusiastic Executive Assistant to support our team.

Our Ottawa office is primarily a government relations and public affairs office hosting and managing C‑Suite executive clients as they engage directly with elected and appointed officials as well as those in the public service.

This role plays an integral part in the smooth running of our Ottawa office. The successful candidate must bring an entrepreneurial mindset and solid experience managing the administrative life of busy government‑oriented executives.

You are a polished professional and diplomatic. You have gained the reputation of bringing strong administrative skills and proven history of excellent customer service, including advanced organizational skills, excellent written, oral, and interpersonal communication skills, as well as the ability to discreetly handle confidential information. You can multi‑task and juggle competing priorities with a recognize the dynamic nature of politics and how a single government announcement can significantly alter an executive’s schedule.

Responsibilities

• Calendar management: Coordinate and schedule executives’ meetings and events, including agenda development, calendar invites, and preparation of supporting documents. Update and reprioritize the executive’s daily schedule as political and client priorities change.
• Material development: Assist with creating summary briefs, emails, reports, and presentations to enhance executive invoices, reports, memos, letters, financial statements, and other materials using Microsoft Word, Excel, and PowerPoint.
• Expense and billing management: Prepare and process expense reports, purchase invoices, benefit claims, and timesheets.
• Professionalism: Maintain confidentiality at all times, exercising tact and discretion when liaising with government offices, clients, and other external stakeholders.
• Travel coordination: Make travel arrangements, including flights and hotel, with travel revisions as needed.
• Project and event support: Assist with planning special projects, social events, and team meetings.
• In-Office Support: Being present and available in office from Monday‑Friday to support with preparing for client meetings, welcoming and hosting visitors, booking meeting rooms, ordering catering & other general office support tasks.
• Communication skills: Demonstrates strong written and verbal communication skills with the ability to interact professionally across all levels.
• Government experience: Prior experience working with or within government or political offices, including familiarity with formal protocols and procedures.

Qualifications

• Post‑secondary training in a relevant discipline.
• Minimum 5 years of experience as an Administrative or Executive Assistant.
• Experience working in a government office consulting organization and government relations agency environment is preferred.
• Excellent computer skills including a high degree of proficiency in Microsoft Teams, Word, Excel, Outlook, and PowerPoint.
• Superior organizational skills with meticulous attention to detail.
• Available to be in office five days a week.
• Solid multitasking skills; able to manage and balance large volumes of work.
• Strong analytical skills with the ability to exercise judgment when dealing with problems or issues that may arise.

Required Experience: IC

Key Skills:

• Time Management
• Microsoft Office
• Organizational skills
• Microsoft Outlook
• Microsoft Word
• Personal Assistant Experience
• Microsoft Powerpoint
• Calendar Management
• Microsoft Excel
• Administrative Experience
• Microsoft Outlook Calendar
• Google Suite

Employment Type: Full‑Time

Experience: years

Vacancy: 1