Executive Assistant

Altis; Ottawa; Hybrid; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Hybrid work environment

Equipment provided

Potential for permanent employment

37.5-hour work week

Exposure to senior leadership

Job summary

Altis, Ottawa-based not-for-profit, is seeking an experienced Executive Assistant to support the Vice President of Programs & Partnerships on a 6-month contract with strong potential for permanent employment. The role requires bilingual English and French communication, exceptional organization, and discretion.

You will manage a senior executive's calendar, coordinate domestic and international travel, prepare bilingual reports and briefing notes, and liaise with government representatives and

Qualifications

• 3+ years of Executive Assistant experience supporting Vice Presidents, Executives, or other senior leaders.
• Bilingual communication skills in English and French, with exceptional written and verbal proficiency in both languages.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience using or quickly learning business systems such as Microsoft Dynamics 365 Business Central, financial reporting platforms, and Microsoft Copilot or other AI-enabled tools.
• Demonstrated ability to manage multiple priorities independently while exercising sound judgment and exceptional attention to detail.
• Strong business acumen, organizational skills, professionalism, and the ability to work confidently with minimal direction.
• Experience coordinating travel, budgets, executive communications, confidential information, and stakeholder relationships in a complex organizational environment.

Responsibilities

• You'll proactively manage a Vice President's complex calendar, inbox, priorities, and daily workflow, ensuring competing demands are effectively balanced.
• You'll coordinate domestic and international travel, meetings, events, and executive logistics while anticipating needs and resolving issues before they arise.
• You'll prepare, edit, and coordinate bilingual reports, presentations, correspondence, briefing notes, speeches, meeting materials, and other executive documentation.
• You'll build and maintain professional relationships with senior leaders, government representatives, member institutions, and external stakeholders while handling confidential information with discretion.
• You'll coordinate work plans, budgets, financial forecasts, expense reporting, invoices, and administrative processes to support divisional operations.
• You'll develop and improve administrative procedures, templates, filing systems, and office processes while supporting organizational priorities across the executive leadership team.

Skills

EA experience

Bilingual English/French

MS 365 proficiency

Dynamics 365 / AI tools

Attention to detail

Travel coordination

Confidential information handling

Tools

Microsoft Dynamics 365 Business Central

Microsoft Copilot / AI tools

Job description

Language: Bilingual, English and French, written and spoken

Duration: 6-month contract with strong potential for permanent employment

Background Check Requirement: Criminal Record Check (CRC)

About the Opportunity

Are you an experienced Executive Assistant who thrives in a fast-paced environment where your organization, judgment, and initiative make a meaningful impact? We are recruiting on behalf of a respected national not-for-profit organization that supports Canada's colleges and institutes, seeking a senior Executive Assistant to support the Vice President of Programs & Partnerships during an exciting period of growth and transformation.

In this highly visible role, you'll act as a trusted partner to a senior executive, managing competing priorities, coordinating complex activities, and building strong relationships with internal leaders and external stakeholders. This is an excellent opportunity for someone who enjoys working independently, values collaboration, and wants to contribute to an organization making a positive impact across Canada's education sector.

What's In It for You

• Competitive contract rate, with strong potential to transition into a permanent position
• Flexible hybrid work environment built on trust and accountability
• Exposure to senior executive leadership and strategic organizational initiatives
• Opportunity to contribute to a collaborative, mission-driven organization within Canada's education sector
• Professional growth through meaningful work, modern technology, and a culture that values innovation and continuous improvement
• Equipment provided, with flexible work hours within a 37.5-hour work week

Your Responsibilities

• You'll proactively manage a Vice President's complex calendar, inbox, priorities, and daily workflow, ensuring competing demands are effectively balanced.
• You'll coordinate domestic and international travel, meetings, events, and executive logistics while anticipating needs and resolving issues before they arise.
• You'll prepare, edit, and coordinate bilingual reports, presentations, correspondence, briefing notes, speeches, meeting materials, and other executive documentation.
• You'll build and maintain professional relationships with senior leaders, government representatives, member institutions, and external stakeholders while handling confidential information with discretion.
• You'll coordinate work plans, budgets, financial forecasts, expense reporting, invoices, and administrative processes to support divisional operations.
• You'll develop and improve administrative procedures, templates, filing systems, and office processes while supporting organizational priorities across the executive leadership team.

Skills and Qualifications

• 3+ years of Executive Assistant experience supporting Vice Presidents, Executives, or other senior leaders
• Bilingual communication skills in English and French, with exceptional written and verbal proficiency in both languages
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams
• Experience using or quickly learning business systems such as Microsoft Dynamics 365 Business Central, financial reporting platforms, and Microsoft Copilot or other AI-enabled tools
• Demonstrated ability to manage multiple priorities independently while exercising sound judgment and exceptional attention to detail
• Strong business acumen, organizational skills, professionalism, and the ability to work confidently with minimal direction
• Experience coordinating travel, budgets, executive communications, confidential information, and stakeholder relationships in a complex organizational environment