Executive Assistant and Office Manager

Jewish Federation of Ottawa; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

The Jewish Federation of Ottawa seeks an Executive Assistant / Office Manager responsible for seamless office operations, supporting governance and staff engagement. The role requires exceptional organizational skills and a minimum of 3–5 years of experience in executive support or office administration, with a strong focus on community sensitivity.

Benefits

Health and dental coverage

Group RSP after one year

Free JCC membership

Free on-site parking

Qualifications

• 3–5 years of experience in executive support or office administration.
• Proficient in Microsoft Office, especially Outlook, Word, Excel.
• Knowledge of and sensitivity to the Jewish community is an asset.

Responsibilities

• Manage executive and office administration tasks.
• Provide administrative support to board and committee meetings.
• Coordinate staff engagement initiatives and internal culture activities.

Skills

Organizational Skills

Communication Skills

Interpersonal Skills

Attention to Detail

Judgment

Tools

Microsoft Office

Job description

The Jewish Federation of Ottawa is seeking a highly organized, proactive, and detail-oriented Executive Assistant / Office Manager to join our team. This critical role ensures the smooth operation of our organization through administrative excellence, governance support, event coordination, and executive assistance.

Reporting to the CEO and working closely to support senior leadership, the Executive Assistant / Office Manager supports daily office functions, facilitates board and committee work, and fosters positive staff engagement. In addition to the responsibilities articulated below, the role may also include additional responsibilities as needed to support the evolving priorities of the team and organization.

Key Responsibilities

Executive and Office Administration
• Serve as the first point of contact for Federation inquiries, providing exceptional customer service.
• Oversee day-to-day office operations, including supplies, facilities, vendor coordination, and general troubleshooting.
• Monitor CEO’s calendar, identify conflicts, and ensure seamless scheduling.
• Organize internal meetings, training sessions, team activities, holiday celebrations, and is the lead coordinator of the Annual General Meeting.
• Assist with onboarding, including preparing office space and welcome materials.
• Coordinate/support Federation events.

Governance and Board Support
• Provide comprehensive administrative support to the Board of Directors and Federation committees.
• Set and manage the annual calendar of board and committee meetings; coordinate invitations, materials, room bookings, and follow-ups.
• Prepare and distribute board packages, take accurate minutes, and manage related documentation.
• Maintain updated board and committee handbooks and orientation materials for new members.
• Assist in preparing for annual agency reviews and other governance-related projects.
• Schedule a variety of meetings and engagements with internal and external stakeholders, including committee meetings and Directors meetings.

Staff Engagement and Internal Culture
• Organize weekly staff meetings and incorporate light team-building activities.
• Manage internal recognition initiatives such as birthdays, work anniversaries, and milestone celebrations.
• Coordinate summer and seasonal engagement activities (e.g. ice cream days, staff picnics).

Skills and Qualifications
• 3–5 years of experience in executive support, office administration, or nonprofit operations.
• Superior organizational and communication skills (written and verbal).
• High attention to detail with the ability to manage multiple priorities in a fast-paced environment.
• Proficient in Microsoft Office (especially Outlook, Word, Excel); database experience is an asset.
• Strong interpersonal skills and sound judgment.
• Knowledge of and sensitivity to the Jewish community is an asset.
• A positive, flexible, and team-oriented approach.

Compensation and Benefits
• Salary: Commensurate with experience
• Comprehensive benefits package including health and dental coverage, group RSP (after one year), and free JCC membership.
• Free on-site parking and a supportive, mission-driven team environment.

To Apply

Please send your resume and a cover letter to [e-mail] by July 11, 2025. We appreciate all applications, but only those selected for an interview will be contacted. No phone calls, please.
We are committed to employment equity and accessibility. If you require accommodations during the application or interview process, please contact us so we can ensure your full participation.