Executive Assistant II

University of Ottawa; Ottawa; On-site; CAD 77,000 - 96,000; Full time

Job summary

University of Ottawa seeks an Executive Assistant II to support the Vice-President Francophonie, External and Community Relations. The role requires seven years in a similar position, bilingual English/French writing, and strong organizational and communication skills.

You will manage calendars, draft official documents, coordinate travel, and lead strategic initiatives while upholding high standards of quality across the office. This is a full-time on-site position at the Main Campus.

Qualifications

• Postsecondary education in administration or related field.
• Proven experience in a similar administrative role.
• Proficiency in bilingual administrative writing with strong grammar.

Responsibilities

• Greets and screens internal/external clients, manages inquiries for senior management.
• Drafts and revises documents; coordinates translations and official communications.
• Coordinates planning and implementation of senior management activities and projects.
• Manages schedules, meetings and travel arrangements for senior managers.
• Supports strategic, highly confidential projects with analysis and reporting.
• Develops and maintains effective communication with faculties and services.

Skills

Bilingual English/French

Administrative writing

Organizational skills

Communication skills

Autonomy

Judgment

Education

Postsecondary education in administration

Job description

## Executive Assistant IIApply: Ottawa, ON: Main Campus: Full time: Posted Today: End Date: September 21, 2026 (10 days left to apply): JR38957**Follow us on LinkedIn****Posting Reason:**New Position**Job Type:**Employee**Anticipated Duration in Months** (for contracts and temporary assignments):12**Job Family:**Administrative Support**# of Open Positions:**1**Faculty/Service - Department:**Administration, Francophonie and External and Community Relations**Campus:**Main Campus**Union Affiliation:**N/A**Date Posted (YYYY/MM/DD):**2026/09/10**Applications must be received** ****BEFORE**** **(YYYY/MM/DD):**2026/09/21**Hours per week:**35**Salary Grade:**Non-Union Grade NC6 - 35 hrs**Salary Range:**$76 882,00 - $96 103,00**Position Purpose:**Provides administrative support to senior management to ensure smooth operations of the Office of the Vice-President Francophonie, External and Community Relations. Coordinates the planning and implementation of the senior management office’s activities and projects in order to support the attainment of the office’s strategic objectives while maintaining the highest standard of quality. Performs all duties autonomously and proactively. May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel and prepare documents and reports. **In this role, your responsibilities will include:*** **Customer Service:** Greets, informs and redirects internal and external clients. Receives and screens correspondence and phone calls intended for senior management, determines their relevance and urgency to ensure follow-up, and informs or involves senior staff as necessary.* **Administrative Writing:** Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of senior management. Creates and maintains templates for outbound official communication from offices of senior management, in compliance with uOttawa’s regulations and with a view to protecting the service’s image. Attends senior management meetings to take notes and prepare minutes to follow up on decisions. Prepares presentations, brochures, publications and other related documents from handwritten notes to support the chief executive. Prepares requests for approval by the Board of Governors, Senate, AC and other committees and subcommittees.* **Operations Coordination:** Coordinates the planning and implementation of the senior management office’s operational activities. Ensure that the office operates optimally by developing and implementing procedures, processes and work tools that align with the office’s strategic objectives, orientations and priorities in order to provide senior management with a standardized and high-quality support service.* **Schedule and Meeting Management:** Manages senior management schedules, schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings for committees and subcommittees chaired by senior managers. Maintains updated lists of members, and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files, and follows up on decisions.* **Travel Arrangements:** Coordinates travel arrangements for senior management. Researches suppliers to obtain estimates and make the necessary reservations in compliance with uOttawa regulations. Assembles the necessary documentation, follows up and collaborates with other uOttawa faculties/services to finalize the payment of invoices and the reimbursement of travel expenses.* **Strategic Projects/Initiatives:** Supports senior management in planning and implementing priority, strategic and highly confidential projects. Leads the planning and implementation of high-level administrative activities and special projects for matters under the responsibility of senior management, such as conducting comprehensive analyses, drafting official documents, memorandum and reports, and preparing presentations.* **Communication:** Develops, implements and maintains effective communication strategies with all faculties/services under the responsibility of the senior management office in order to ensure proper coordination of activities and events. Acts as a resource person for communications with external clients on behalf of the senior management office.* **File Management:** Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes. Coordinates document archiving. Maintains a reminder system for files requiring follow-up.* **Reporting:** Performs analysis and research, and compiles data, statistics and other information to produce reports to support discussions, decision making, special projects and management activities.* **Documentation:** Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities. **What you will bring:*** Postsecondary education in administration, office technology or an equivalent combination of education and work experience* Minimum seven years of demonstrated experience in a similar role* Bilingual – English and French (written and spoken)* Experience in bilingual administrative writing with excellent grammar skills* Excellent knowledge of computer software* Strong organizational skills, autonomy and judgment* Strong communication skills**Key Competencies at uOttawa:** Here are the required competencies for all or our employees at uOttawa: **Planning:** Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities. **Initiative:** Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible. **Client Service Orientation:** Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them. **Teamwork and Cooperation:** Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team. The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [e-mail] to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. **Note: if this is a union position:** The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more. *If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.*