Executive Assistant

Express Employment Professionals - Ottawa East; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

A respected not-for-profit organization in downtown Ottawa is seeking an experienced Executive Assistant to support the President and CEO. This in-office role involves managing schedules, handling correspondence, and maintaining relationships with stakeholders. The ideal candidate will have a strong background in administration, excellent communication skills in both English and French, and the ability to handle sensitive information with discretion.

Benefits

Generous time-off package

Convenient downtown location

Learning and development opportunities

Travel opportunities

Qualifications

• Minimum 5 years of experience as an Executive Assistant, ideally supporting a CEO.
• Fluency in both English and French required.
• Proven experience in managing complex, high-volume calendars.

Responsibilities

• Manage complex schedules and coordinate meetings.
• Handle email correspondence for the President and CEO.
• Prepare agenda materials for council meetings.

Skills

Interpersonal skills

Organizational skills

Communication skills

Discretion

Proactive approach

Education

Business/Office Administration Certificate

University education or equivalent experience

Job description

Direct message the job poster from Express Employment Professionals - Ottawa East

Franchise Co-Owner | Director of Business Development at Express Employment Professionals - Ottawa, ON

Join the team of a respected not-for-profit organization in downtown Ottawa, where you'll play a vital role in driving success. We're seeking an experienced Executive Assistant to fill a key role, following a retirement. This in-office opportunity offers a chance to make a real impact and be part of a dynamic team that's shaping the future.

Duties may include, but are not limited to:

• Manage complex schedules, arrange meetings, and coordinate teleconferences
• Handle email correspondence and respond to invitations on behalf of the President and CEO
• Ensure high-quality formatting and editing of correspondence, memoranda, and reports
• Coordinate travel arrangements, logistics, and engagements for the President and CEO
• Develop and manage the President and CEO's schedule, prioritizing tasks and ensuring a balanced workload
• Build and maintain relationships with internal and external stakeholders
• Contribute to the preparation of agenda materials for council meetings
• Prepare and distribute emails, invitations, and other communications to council members and stakeholders
• Arrange bilateral meetings between the President and CEO and members
• Prepare monthly reports and maintain updated lists of meetings and contacts
• Attend weekly scheduling meetings with the President and CEO and senior leadership team
• Monitor multiple email inboxes and coordinate with senior leadership on speaking engagements and other matters
• Other administrative duties as required

Required skills and qualifications:

• Business/Office Administration Certificate required; university education or equivalent experience preferred
• Minimum 5 years of experience as an Executive Assistant, with a proven track record of success ideally supporting a CEO
• Fluency in both English and French is required, with excellent written and verbal communication skills in both languages
• Proven experience in managing complex, high-volume calendars and schedules, with government experience considered an asset
• Excellent interpersonal and relationship-building skills, with the ability to establish trust with senior management, board members, staff, and stakeholders
• Impeccable judgment, discretion, and confidentiality when handling sensitive information
• Highly organized and self-motivated, with a strong ability to prioritize tasks, manage multiple projects, and meet deadlines
• Possesses a calm and composed demeanor, with exceptional organizational skills and the ability to take charge when necessary
• Demonstrates a high level of professionalism, with a strong ability to work collaboratively as a team player
• Ability to maintain discretion and tact, while also providing guidance and support to senior leadership, including the President/CEO
• Flexible and adaptable, with a willingness to take on a wide range of tasks and responsibilities as needed
• Proactive approach with the ability to anticipate and prioritize tasks, often before they are requested by the CEO

Benefits and Perks:

• Generous time-off package
• Convenient downtown location
• Learning and development opportunities
• Travel opportunities

Monday to Friday – 9:00am to 5:00pm

May be required and flexible to business needs

If you're a motivated and qualified candidate, please submit your resume in response to this posting.

We appreciate all applications; however, only selected candidates will be contacted for an interview.

Express Employment Professionals is an Equal Opportunity Employer committed to diversity and inclusion.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Non-profit Organizations

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