Executive Assistant

CLV Group; Ottawa; On-site; CAD 55,000 - 75,000; Full time

Job summary

CLV Group is seeking a proactive Executive Assistant to support our CEO and executive team during a 12-month maternity leave contract. The role focuses on anticipating needs, managing priorities, and ensuring discreet handling of sensitive information.

You will manage calendars, coordinate travel, prepare briefings and presentations, track commitments, and facilitate communication with senior leaders, investors and partners. Strong MS 365 skills are essential.

Qualifications

• Experience in executive assistance or senior administration is an asset.
• Strong organizational and time-management skills with attention to detail.
• Ability to manage competing priorities with sound judgment and discretion.
• Proficiency with Microsoft 365 apps (Outlook, Word, Excel, PowerPoint, Teams).
• Interest or experience in real estate, investment, development, property management or financial services is an asset.

Responsibilities

• Manage the CEO's calendar, correspondence, priorities and travel, protecting time for the work that matters most.
• Prepare briefings, agendas, presentations and correspondence, and ensure the CEO is ready for key meetings and decisions.
• Track commitments, approvals and action items, following up with stakeholders to keep priorities on course.
• Coordinate meetings and communications with senior leaders, employees, investors, business partners and external advisors.
• Handle sensitive business, financial, legal and employee information with care and discretion.
• Support corporate initiatives, special projects and events, and coordinate expenses, invoices, records and administrative processes.
• Help ensure a well-organized transition into and out of the contract by documenting key processes, contacts and commitments.

Skills

Executive support

Organizational skills

Time management

Discretion

MS 365

Education

Post-secondary education in business/administration

Tools

Microsoft 365

Job description

12-Month Contract - Maternity Leave Coverage

About the Role

We are seeking a proactive, highly organized Executive Assistant to support our CEO and members of our executive team at CLV Group. This is an exceptional opportunity for an experienced executive support professional, or a high performing early career talent looking to build a career in real estate, contribute to a growing national business and gain valuable exposure to senior leadership.

As a trusted partner, you will anticipate needs, manage priorities and help keep important decisions and initiatives moving. Success in this role calls for sound judgment, discretion, initiative and confidence working with people across the organization.

Key Responsibilities

1. Manage the CEO's calendar, correspondence, priorities and travel, protecting time for the work that matters most.
2. Prepare briefings, agendas, presentations and correspondence, and ensure the CEO is ready for key meetings and decisions.
3. Track commitments, approvals and action items, following up with stakeholders to keep priorities on course.
4. Coordinate meetings and communications with senior leaders, employees, investors, business partners and external advisors.
5. Handle sensitive business, financial, legal and employee information with care and discretion.
6. Support corporate initiatives, special projects and events, and coordinate expenses, invoices, records and administrative processes.
7. Help ensure a well-organized transition into and out of the contract by documenting key processes, contacts and commitments.

Qualifications

• Experience in executive assistance, senior administration or business coordination is an asset. Experience supporting a senior executive is an advantage.
• Strong organizational, communication and time management skills, with attention to detail and reliable follow through.
• Sound judgment, discretion and the ability to manage competing priorities, anticipate needs and recognize when to escalation.
• Confidence building relationships with people at all levels, including senior leaders and external stakeholders.
• Proficiency with Microsoft 365, particularly Outlook, Word, Excel, PowerPoint and Teams.

• Interest or experience in real estate, investment, development, property management or financial services is an asset. Candidates with strong transferable skills and a desire to learn are encouraged to apply.
• Post secondary education in business, office administration, communications or a related field is an asset. Equivalent practical experience is equally valued.