Executive Assistant

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

Job summary

A communications firm in Ottawa is looking for an experienced Executive Assistant to coordinate the administrative functions of their office. The ideal candidate will have at least 5 years of experience in similar roles, strong organizational skills, and a familiarity with government procedures. This is an on-site role requiring presence from Monday to Friday to support various executive needs and engage with clients and stakeholders.

Qualifications

• Minimum 5 years of experience as an Administrative or Executive Assistant.
• Experience working in a government office or consulting environment is preferred.
• Available to be in office five days a week.

Responsibilities

• Coordinate and schedule executives’ meetings and events.
• Assist with creating summary briefs, emails, reports, and presentations.
• Prepare and process expense reports and purchase invoices.
• Make travel arrangements including flights and hotel bookings.
• Assist with planning special projects and team meetings.

Skills

Calendar management

Communication skills

Government experience

Multi-tasking

Confidentiality

Education

Post-secondary training in a relevant discipline

Tools

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Overview

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, includingpublic affairs,creative, social, paid media and research to help clients evolve,promoteand protect their brandsand their license tooperatein the market. By investing heavily in specialty areas – and by focusing on collaboration, agency position, innovation, andestablishinga culture of creativity – Edelman is well-positioned to continue to deliver best-in-class work to our clients in today’s complex media landscape.In Canada, Edelman has offices in Toronto,Vancouver, Calgary,Ottawaand Montreal, and more than 60 offices worldwide.

Edelman is currently hiring anOttawa-basedprofessional and enthusiasticExecutive Assistantto supportour team. Our Ottawaoffice is primarily a government relations and public affairs office, hosting and managingC-Suite executiveclientsas they engage directly with elected and appointed officials, as well as those in the public service.

Thisroleplaysan integralpart inthe smooth running ofourOttawa office.You must bring an entrepreneurial mindset and solid experience managing the administrative life of busy, government-orientedexecutives.

You are 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 smile.You 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. Consistently updatingandreprioritizing theexecutive’sdaily schedule as political and client priorities change.
• Material development: Assist with creating summary briefs, emails, reports, and presentations to enhance executive effectiveness. Draft 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: Maintainconfidentiality at all times, exercising tact and discretion when liaising with government offices, clients, andotherexternal stakeholders.
• Travel coordination: Make travel arrangementsincluding flights and hotel bookings. Support 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 inofficefrom Monday-Friday to support with preparing for client meetings, welcomingand hosting visitors, booking meeting rooms, ordering catering & other general office support tasks.
• Communication skills: Demonstratestrong written and verbal communication skills, with the ability to interact professionally across all levels.
• Government experience: Prior experience working with or within governmentor politicaloffices, including familiarity with formal protocols and procedures.

Qualifications

• Post-secondary training in a relevant discipline
• Minimum5-yearsofexperience asanAdministrativeor ExecutiveAssistant
• Experience working in agovernment office, consulting orgovernment relationsagency environment is preferred
• Excellent computer skills including a high degree ofproficiencyinMicrosoft Teams,Word, Excel,Outlookand PowerPoint
• Superior organizational skills with meticulous attention to detail
• Available to be in office five days a week
• Solid multi-tasking 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

We are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience doesn’t perfectly align with every qualification, we encourage you to apply anyway. You may be just the right candidate for this or other roles.