Executive Assistant

CATSA / ACSTA; Ottawa; On-site; CAD 50,000 - 90,000; Full time

Job summary

An established industry player is seeking a highly organized Executive Assistant to support its Vice-President. This role involves managing administrative tasks, coordinating branch activities, and ensuring smooth communication within a fast-paced environment. The ideal candidate will have extensive experience in providing executive-level support, exceptional attention to detail, and the ability to anticipate the needs of senior management. If you thrive in dynamic settings and enjoy making a meaningful impact, this position offers a fantastic opportunity to contribute to a vital organizational function.

Qualifications

• 5+ years of administrative experience supporting senior management.
• Proficient in MS Office Suite, especially Outlook, Word, Excel, and PowerPoint.
• Strong organizational skills with attention to detail and ability to multi-task.

Responsibilities

• Support the Vice-President with administrative tasks and coordination.
• Organize documents, reports, and presentations for senior management.
• Manage the VP's agenda and travel arrangements efficiently.

Skills

Administrative Services

MS Office Suite

Communication Skills

Organizational Skills

Time Management

Negotiation Skills

Attention to Detail

Team Collaboration

Education

High School Diploma

College Diploma

Tools

MS Visio

MS Project

Adobe

Shared Travel Services (STS)

Job description

Reporting to the Vice-President, People, Culture and Experience, the Executive Assistant is responsible for supporting the Vice-President of the branch and for coordinating branch activities in support of corporate requirements. The Executive Assistant performs all other duties and responsibilities related to the position as required.

What you need to succeed

To qualify for the position, you must have :

1. Successful completion of a high school or college diploma with relevant experience in the field of Office administration;
2. A minimum of five (5) years of experience providing administrative services to senior management;
3. Thorough understanding of a similar environment to the branch in which the Executive Assistant serves and experience working in such an environment;
4. Experience organizing and preparing a variety of documents, reports, briefing notes and presentations;
5. Experience in organizing and drafting emails, memos and letters for senior management;
6. Advanced knowledge and experience with MS Office Suite of software, specifically Outlook, Word, Excel and PowerPoint;
7. Experience tracking and maintaining data and progress on various activities, projects and initiatives;
8. Experience in coordinating travel or event arrangements, and preparing and processing claims and invoices;
9. Knowledge of protocols when working within a senior executive office and when dealing with management and other senior government / industry stakeholders;
10. Ability to organize and manage the VP’s agenda and travel itinerary, travel reimbursement, tracking and management of correspondence, executive briefings and files;
11. Experience in implementing, monitoring and identifying areas of improvement with respect to administrative processes, electronic filing and tracking;
12. Knowledge of methods, techniques and practices related to general administration and secretariat support planning and coordination.

This position is best suited to individuals with the following skills and abilities :

1. Ability to communicate (oral and written) in a clear and concise manner, and to modify communications to suit the audience;
2. Highly organized with exceptional attention to detail;
3. Ability to anticipate others’ needs and proactively act upon this knowledge;
4. Ability to multi-task and manage time efficiently while demonstrating initiative;
5. Negotiation, persuasion and relationship-building skills;
6. Ability to negotiate deadlines and to identify priorities;
7. Diplomatic, cooperative and discreet;
8. Ability to work in a fast-paced environment;
9. Dependable, thorough and able to demonstrate integrity;
10. Ability to work in a team environment.

Valuable skills include :

1. Experience providing administrative and secretarial services at an executive level;
2. Experience in implementing, monitoring and identifying areas for improvement with respect to administrative processes, filing, tracking and bring forward systems;
3. Experience supervising staff and leading teams;
4. Understanding and ability to use MS Visio, MS Project, Adobe and Shared Travel Services (STS);
5. Knowledge of CATSA's mandate and priorities, as well as an awareness of relevant legislation impacting CATSA;
6. Knowledge of Treasury Board of Canada Secretariat regulations and their applicability to Crown corporations.

Specific work requirements :

1. Ability to work overtime as required;
2. Language profile : CBCC;
3. Ability to obtain and maintain a Secret security clearance;