Executive Assistant

Express Employment Professionals - Ottawa East; Ottawa; On-site; CAD 65,000 - 80,000; Full time

Job summary

A leading recruitment agency in Canada is seeking a full-time Executive Assistant in Ottawa. The role involves providing high-level administrative support to the executive team, including managing complex calendars, communications, and office operations. Ideal candidates should have at least 2 years of Executive Assistant experience, proficient in Microsoft Office, and possess strong communication skills. The competitive salary ranges from $65,000 to $80,000 per year. Interested applicants should submit their resumes and references.

Qualifications

• Minimum 2 years' experience as an Executive Assistant in a fast-paced setting.
• Must maintain professionalism and handle confidential information.
• Valid driver's license and access to a vehicle are required.

Responsibilities

• Provide high-level administrative support to the CEO.
• Coordinate meetings, appointments, and travel arrangements.
• Draft and review real estate contracts and documents.
• Greet clients and manage communication professionally.

Skills

Calendar management

Microsoft Office Suite proficiency

Verbal and written communication

Problem-solving abilities

Multi-tasking skills

Technological proficiency

Job description

Our client, a real estate brokerage in Ottawa’s Central East End, is seeking a full-time, permanent Executive Assistant to join their team. The ideal candidate will provide high-level administrative, organizational, and strategic support to the Executive Team, acting as a trusted right-hand to manage complex schedules, communications, projects, and daily operations, ensuring executive efficiency and the smooth operation of the office. This is an active vacancy.

Required skills and qualifications:

• 2 years’ of Executive Assistant experience in a fast-paced environment
• Strong calendar management experience
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
• Capable of working effectively in a fast-paced, unstructured environment with limited supervision
• Technologically adept, including experience with electronic and virtual meeting platforms
• Exceptional verbal and written communication skills
• Maintains a high level of professionalism and discretion; handles confidential information with respect and diplomacy
• Strong initiative and ability to work independently with minimal supervision
• Excellent prioritization and multitasking skills; adaptable to changing priorities
• Highly self-motivated with a positive and proactive attitude
• Strong analytical, judgment, and problem-solving abilities
• Comfortable running errands as needed
• Must have a valid driver’s license and access to a personal vehicle

Duties may include but are limited to:

• Provide high-level administrative support to the CEO and Broker of Record
• Coordinate and manage a busy calendar, including meetings, appointments, property showings, open houses, and travel arrangements
• Prepare, edit, and review correspondence, communications, presentations, and other documents
• Greet clients, handle calls, and respond to emails with professionalism, courtesy, and a polished demeanor
• Monitor deadlines, documentation, and compliance requirements for real estate transactions
• Draft, review, and proofread real estate contracts, offers, and related forms in line with brokerage and regulatory standards
• Maintain strict confidentiality while acting with professionalism, discretion, and composure
• Support property access when needed, including unlocking listings and managing alarms
• Thrive in a fast-paced environment, taking initiative and responding with a sense of urgency as required
• Perform general office duties and provide additional administrative support to the team as needed

Salary: $65,000 to $80,000 per year

Schedule: Monday to Friday – 9:30am to 6:00pm

If you are interested and believe you meet the specified qualifications, please reply to this ad with your Resume. Must be able to provide 2 work related references.

We thank all applicants for their interest in Express Employment Professionals; however, only those candidates selected for interviews will be contacted.

Express Employment Professionals is an equal opportunity employer.

Our selection process includes AI-enabled tools for screening based on keywords and minimum qualifications. A human decides who moves forward.