Executive Assistant

Stafflink; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established engineering firm in Ottawa is seeking an experienced Executive Assistant to support senior leadership. This full-time role includes calendar management, meeting coordination, and handling communications. The ideal candidate has over 5 years of experience, is bilingual in English and French, and possesses strong organizational skills. Competitive pay and comprehensive benefits are offered for this on-site position.

Benefits

Three weeks of vacation

Comprehensive benefits

Qualifications

• 5+ years of experience as an Executive Assistant.
• Must have a Reliability clearance and be eligible for a Secret clearance.
• Professional handling of confidential matters.

Responsibilities

• Manage and optimize calendar scheduling.
• Attend meetings, take minutes, and follow up on action items.
• Arrange travel logistics.
• Prepare and compile meeting agendas and reports.

Skills

Organizational skills

Bilingual (English and French)

Communication skills

Proactive multitasking

Tools

MS Office (Outlook, Word, Excel, PowerPoint)

Job description

Overview

Our established engineering client is seeking an organized and proactive Executive Assistant in Ottawa. This position reports to the senior leadership and will be responsible for managing their executive administrative needs and well as supporting general office administration.

This is a full-time, permanent opportunity offering competitive pay, three weeks of vacation, comprehensive benefits, and more. The role is fully on-site, Monday to Friday, at our client's Ottawa office.

Responsibilities

• Manage and optimize calendar scheduling, including handling conflicts and organizing meetings.
• Attend meetings, take minutes, and follow up on action items.
• Arrange travel logistics.
• Prepare and compile meeting agendas, reports, and presentation materials.
• Review and draft correspondence and prepare documentation for approvals.
• Screen and respond to emails, mail, and calls.
• Track and follow up on agenda items and assigned tasks within the company.
• Coordinate meeting logistics, including room reservations, catering, and internal services.
• Assist with organizing board meetings and off-site strategic events.
• Provide occasional administrative support for other departments.

Qualifications

• 5+ years of experience as an Executive Assistant.
• Must have a Reliability clearance and be eligible for a Secret clearance.
• Bilingual in English and French is preferred.
• Strong organizational skills and attention to detail.
• Proactive and able to multitask in a fast-paced environment.
• Professional handling of confidential matters.
• Excellent verbal and written communication skills.
• Proficient in MS Office (Outlook, Word, Excel, PowerPoint).