Executive Assistant

TAG HR; Ottawa; On-site; CAD 60,000 - 85,000; Full time

Benefits offered by this job

Pension plan

Comprehensive benefits

Job summary

TAG HR in Ottawa seeks an experienced Executive Assistant to provide high-level support to an Executive and Division. You will manage calendars, coordinate meetings, and prepare executive-level documents while handling confidential information.

You will assist with budgets, travel arrangements, and bilingual communications in English and French, collaborating with internal teams and stakeholders across the organization.

Qualifications

• Post-secondary diploma in Business Administration, Office Administration or related field, or equivalent.
• Minimum 3 years of experience providing administrative and executive support, preferably to senior leadership.
• Bilingual in English and French with strong written and oral communication skills in both languages.
• Experience coordinating executive calendars, meetings, committees and competing priorities.
• Proficiency with MS Office 365 (Word, Excel, Outlook, PowerPoint).
• Experience with financial reporting and administrative financial processes; familiarity with Dynamics 365 BC is an asset.

Responsibilities

• Provide comprehensive administrative support to an Executive and Division; coordinate day-to-day activities and priorities.
• Manage the Executive's calendar; schedule meetings and adjust priorities as required.
• Coordinate committee and working group meetings; prepare agendas and minutes; track actions.
• Monitor deadlines; maintain follow-up systems; ensure deliverables on time.
• Draft, edit and prepare executive-level correspondence, reports and presentations.

Skills

Bilingual English & French

Calendar management

Meeting coordination

Communication skills

Discretion & confidentiality

Education

Post-secondary diploma in Business Administration or Office Administration

Tools

Microsoft Office 365

Microsoft Dynamics 365 BC (asset)

Job description

Benefits: Pension plan, comprehensive benefits and more

About the Opportunity

Our client, a well-established national organization within the Canadian post-secondary education sector, is seeking an experienced Executive Assistant to provide high-level administrative and operational support to an Executive and their Division.

This is an excellent opportunity for a highly organized, detail-oriented professional who is comfortable working with senior leadership, managing competing priorities and handling confidential and sensitive information.

The successful candidate will play an important role in supporting the day-to-day operations of the Executive's office, coordinating meetings and activities, preparing executive-level correspondence and reports, monitoring budgets, and ensuring important deliverables and follow-ups are completed on time.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to an Executive and their Division, helping coordinate day-to-day activities and operational priorities.
• Manage the Executive's calendar, schedule meetings, coordinate appointments and adjust priorities as required.
• Coordinate committee and working group meetings, including preparing agendas, recording and distributing minutes, and tracking action items.
• Monitor deadlines, maintain follow-up systems and ensure assignments and deliverables are completed on time.
• Develop and maintain administrative procedures, templates, filing systems and office processes.

Communication & Document Preparation

• Draft, edit and prepare executive-level correspondence, reports, presentations, briefing notes, memorandums and other corporate documents.
• Review documents for accuracy, completeness, formatting, grammar and professionalism before submission for approval or signature.
• Coordinate translations and prepare bilingual communications in English and French, as required.
• Liaise with internal departments, senior management, member institutions, government representatives, and external stakeholders on behalf of the Executive.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.

Scheduling, Meetings & Travel Coordination

• Coordinate internal and external meetings, conference calls, special events and other executive engagements.
• Prepare meeting materials, coordinate logistics and ensure appropriate follow-up.
• Arrange domestic and international travel, including accommodations, itineraries, travel documentation and expense claims.
• Coordinate hospitality arrangements, receptions and other event-related logistics.

Financial & Budget Administration

• Assist with monitoring the Executive's office and Division budgets, tracking expenditures and identifying discrepancies.
• Coordinate the preparation of quarterly reports, workplans, budgets and financial forecasts.
• Review invoices, expense claims and travel expenses for accuracy and completeness.
• Support financial reporting and ensure documentation is submitted within established deadlines.
• Work with Finance to monitor budgets and support financial planning activities.

Human Resources & Operational Coordination

• Coordinate administrative requirements related to HR matters, including staffing, job descriptions, performance appraisals, classification and employee/labour relations processes.
• Liaise with Human Resources and other internal departments to ensure timely processing and follow-up.
• Support the Executive and management team with operational planning and administrative requirements.
• Work collaboratively with other administrative professionals to ensure consistent coverage and support across the organization.

Qualifications & Experience

• Post-secondary diploma in Business Administration, Office Administration or a related field, or an equivalent combination of education and experience.
• Minimum 3 years of experience providing administrative and executive support, preferably supporting senior leadership or an Executive.
• Experience coordinating executive calendars, meetings, committees and competing priorities.
• Strong experience preparing, editing and proofreading professional correspondence, reports, presentations and other corporate documents.
• Bilingual in English and French, with strong written and verbal communication skills in both languages.
• Experience coordinating domestic and international travel arrangements.
• Experience with budget monitoring, financial reporting, expense claims and administrative financial processes.
• Experience developing and improving administrative procedures and office processes.
• Proficiency with Microsoft Office 365, including Word, Excel, Outlook and PowerPoint.
• Experience with financial reporting systems; familiarity with Microsoft Dynamics 365 Business Central (BC) would be an asset.
• Knowledge of project management principles and information management practices.
• Familiarity with the Canadian post-secondary education sector would be an asset.
• Comfortable using AI tools and understanding their practical applications in the workplace.

Ideal Candidate

The ideal candidate is a proactive, resourceful and highly organized Executive Assistant who can anticipate needs, work independently and manage multiple priorities in a fast-paced environment.

They will bring:

• Exceptional organizational and time-management skills.
• Strong written communication, editing and proofreading abilities in both English and French.
• Sound judgment and the ability to manage highly confidential information.
• Professionalism, discretion, tact and diplomacy when interacting with senior leadership and external stakeholders.
• Strong attention to detail and the ability to identify issues and recommend solutions.
• A collaborative approach and the ability to build relationships across different departments.
• Adaptability and the ability to work effectively in a changing environment.

Additional Information: This position is based in downtown Ottawa.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

In accordance with Ontario's Pay Transparency laws, TAG HR is committed to providing clear and accessible information regarding compensation. Actual compensation may vary based on experience and qualifications.

At TAG HR, we believe hiring should be human-led. We do not use artificial intelligence to screen out applicants. Every application is reviewed by a real person, because people deserve to be seen as more than keywords.