Executive Assistant & Office Administrator

Express Employment Professionals - Ottawa East; Ottawa; Hybrid; CAD 65,000 - 75,000; Full time

Job summary

A national energy resource organization is seeking an experienced Executive Assistant / Office Administrator in Ottawa. The role includes managing executive correspondence, supporting HR administration, and coordinating Board meetings. Candidates should have at least three years of executive support experience, exceptional organizational skills, and proficiency in Microsoft Office. The position offers hybrid working options and generous benefits, including vacation time and professional development opportunities.

Benefits

Generous time-off package

Flexible health benefits

Employer-matched RRSP contributions

Professional development opportunities

Travel opportunities

Qualifications

• Minimum of three years’ experience as an Executive Assistant.
• Proven experience supporting senior executives and coordinating meetings.
• Bilingualism in English and French is an asset.

Responsibilities

• Manage the CEO’s calendar and provide administrative support.
• Prepare executive correspondence and coordinate Board meetings.
• Support HR administration and maintain the organization’s CRM.

Skills

Executive Assistant experience

Organizational skills

Communication skills

Technological proficiency

Attention to detail

Tools

Microsoft Office

Adobe Acrobat

Zoom

Job description

Our client, Electricity Human Resources Canada (EHRC), is seeking an experienced Executive Assistant / Office Administrator to join their team in a hybrid capacity.

Reporting to the Executive Leadership Team, this role serves as a trusted advisor, providing high-level support for executive initiatives, Board of Directors activities, and overall office operations. The successful candidate will demonstrate sound judgment, discretion, and strong communication skills when engaging with a wide range of stakeholders. This individual will play a key role within the EHRC team by supporting policy implementation and overseeing effective office management.

Duties may include, but are not limited to:

• Manage the CEO’s calendar and provide administrative support to senior staff and Board members
• Prepare and manage executive correspondence across email, phone, and mail
• Coordinate Board of Directors, Steering Committee, and Member Roundtable meetings, including agendas, materials, minutes, and use of meeting platforms (e.g., Zoom)
• Arrange logistics for in-person, virtual, and hybrid meetings, including travel and hospitality
• Attend meetings as requested and prepare and distribute minutes
• Coordinate travel and related correspondence for the CEO and other team members in accordance with company policies
• Advise the CEO on office operations and administrative priorities
• Support HR administration, including onboarding, employee records, policy implementation, and tracking key HR processes
• Maintain the organization’s CRM and oversee office supplies, technology, and communication systems
• Track and process office expenses and manage purchasing on a just-in-time basis
• Monitor the general email inbox, ensuring timely responses and immediate escalation of media inquiries
• Liaise with building management and service providers to support office operations
• Perform additional duties as assigned by the CEO

Required skills and qualifications:

• Minimum of three (3) years’ experience as an Executive Assistant, preferably in a corporate environment
• Proven experience supporting senior executives, coordinating meetings, preparing documentation, and recording minutes
• Demonstrated integrity with a strong commitment to ethics, confidentiality, and discretion
• Self-motivated professional able to work independently and collaboratively with minimal supervision
• Excellent organizational, prioritization, and attention-to-detail skills
• Strong communication and interpersonal abilities, with confidence engaging internal and external stakeholders at the senior management level
• High level of technological proficiency, including virtual meeting platforms
• Advanced proficiency in Microsoft Office; experience with Adobe Acrobat considered an asset
• Bilingualism in English and French is an asset

Benefits and Perks:

• One-year contract with automatic conversion to a permanent role upon successful completion of year-one deliverables
• Hybrid work model (3 days in-office, 2 days WFH) – 4 days in-office, 1-day WFH during training period
• Part-time or full-time opportunity (minimum 24 hours per week)
• Generous time-off package including 15 days of paid vacation, one paid volunteer day, and three bonus days in December
• Flexible health benefits available following completion of probation, including prescription coverage and a Health Care Spending Account
• Employee Assistance Program (EAP)
• Employer‑matched RRSP contributions after one year of service
• Ongoing professional development and career advancement opportunities
• Close to public transport, paid parking available and local amenities nearby
• Travel opportunities – Up to 8 per year

Monday to Friday – 8:30am to 4:30pm

Salary:

$65,000 - $75,000 per year

If you are interested and believe you meet the specified qualifications, please reply to this ad with your Resume.

Express Employment Professionals is an Equal Opportunity Employer.