Executive Assistant/HR Coordinator - Temp Mar 31 2027

Colleges and Institutes Canada; Ottawa; Hybrid; CAD 69,865 - 85,643; Full time

Job summary

Colleges and Institutes Canada in Ottawa, Ontario, is seeking a temporary full-time Executive Assistant / HR Coordinator to support the VP of Operations and Culture. The role includes administrative support, committee coordination, meeting logistics and minutes, and ensuring timely follow-up on decisions.

You have a Diploma in Administration, at least 3 years' experience, bilingual English and French, and proficiency with Office 365 and Microsoft Dynamics 365 BC.

Qualifications

• Diploma in Administration or equivalent required.
• Minimum 3 years of experience in a similar role.

Responsibilities

• Provide administrative assistance to the VP of Operations and Culture.
• Coordinate committees and working groups; arrange logistics, agendas, and minutes.
• Ensure timely follow-up on decisions and effective information flow across divisions.

Skills

Bilingual EN/FR

Office administration

Communication

Project coordination

AI tools familiarity

Education

Diploma in Administration

Tools

Office 365

Microsoft Dynamics 365 BC

Job description

Overview

Temporary full-time Executive Assistant / HR Coordinator role based in Ottawa, Ontario, Canada. Temporary through March 31, 2027 with possibility of extension.

Role Overview

This Executive Assistant (EA) position supports and reports to our Vice President in Operations and Culture. It provides administrative assistance to aid in the planning, coordination and management of day-to-day operations and activities of the Executive and the Division. Acts as coordinator and secretary for various committees and working groups, arranges logistics, prepares and distributes agendas and minutes, ensures that decisions are followed up on in a timely fashion, and that issues are brought to the attention of the Executive or the appropriate Division management member. Collaborates with other Divisions to ensure effective and efficient information flow. Handles high-level contacts inside and outside CICan. Continuous innovation and the effective leveraging of emerging technologies are key priorities; someone who is passionate about process improvement, open to change, and confident in adopting AI and other modern tools in day-to-day work will thrive in this role. A unique aspect of this position is that supporting the Human Resources department as an HR Coordinator forms part of its core responsibilities, providing exposure to a broad range of HR functions.

Minimum Requirements

Education:

Diploma from a post-secondary institution in Administration or an equivalent combination of education and experience.

Experience:

Minimum 3 years of experience in:

• Dealing with high-level contacts, internal and external to an organization;
• The preparation of a variety of documents, reports, correspondence and presentations;
• Making travel arrangements;
• Writing at a professional level in both French and English;
• Developing office procedures;
• Developing workplans and forecasting budgetary requirements;
• Working with the following software: Office 365 suite and financial reporting systems such as Microsoft Dynamics 365 Business Central (BC).

Knowledge

• Office administration procedures and processes;
• Human resources, financial and administrative processes and practices;
• Microsoft Office Suite;
• Project Management principles;
• Information management principles and practices;
• Artificial Intelligence (AI) tools and their applications.

Language: English and French (Bilingual).

Compensation

$69,965 to $85,643 per year.

Working Conditions

• Hybrid work environment with weekly presence required in the office
• Ability to travel within Canada and internationally

Open to

CICan employees and external applicants.

How to Apply

Interested candidates should submit a cover letter and résumé in PDF format by July 23, 2026 at 11:59 p.m. EST.

CICan is an equal opportunity employer and values diversity in its workforce. We welcome and encourage applications from women, persons with disabilities, BIPOC individuals, and people of all sexual orientations and gender identities.

Do not hesitate to contact Human Resources at 613-746-2222 ext 3191 if you require alternative arrangements to submit your application. CICan provides accommodation during all parts of the hiring process, upon request. If contacted to proceed with the selection process, please advise us if you require any accommodation.

Colleges and Institutes Canada does not use artificial intelligence (AI) to screen, assess, or select applicants. However, some third-party tools we utilize in our recruiting and selection process may incorporate AI technology.

We thank all candidates for their interest; however, only those selected to continue in the selection process will be contacted.

CICan’s offices in Ottawa are located on the traditional and unceded territory of the Algonquin Anishinaabe Nation.

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