Executive Assistant II

University of Ottawa; Ottawa; On-site; CAD 65,000 - 90,000; Full time

Job summary

University of Ottawa seeks an experienced Administrative Coordinator to support senior management in the Office of the Vice‑President Francophonie, External and Community Relations. You will plan, coordinate and execute activities to help achieve strategic objectives while maintaining high-quality service.

Responsibilities include bilingual writing, minutes, travel arrangements and meeting documentation, with a focus on efficiency, accuracy and professionalism across departments.

Qualifications

• Postsecondary education in administration or office technology.
• Minimum seven years of demonstrated administrative experience.
• Bilingual English and French, written and spoken.
• Experience in bilingual administrative writing with excellent grammar.

Responsibilities

• Provide high-level administrative support to senior management.
• Coordinate scheduling, meetings, travel, and communications.
• Draft, translate and format official documents and reports.
• Prepare minutes and presentations for executive meetings.

Skills

Bilingual English-French

Strong communication skills

Strong organizational skills

Autonomy and judgment

Office software proficiency

Education

Postsecondary education in administration or office technology

Equivalent combination of education and work experience

Tools

Microsoft Office

Job description

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.

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. Ensures 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

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

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 thisis 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.

Prior to May1,2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid‑19 as defined in Policy129–Covid‑19 Vaccination. This policy was suspended effective May1,2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

The University of Ottawa is the largest bilingual (English‑French) university in the world. Located at the heart of Canada’s capital, we have ready access to the great institutions of our country. Our advances in social sciences, health, engineering, science and the humanities make uOttawa a unique place to learn, grow and excel.

The University of Ottawa aspires to employing a staff that fully represents the diversity of Canada's population. As a result, it is committed to employment equity principles and aims to provide an inclusive and barrier‑free workplace.

The University of Ottawa offers a generous pay and benefits package that includes a competitive salary, a defined benefit pension plan, group insurance coverage and an employee and family assistance program. Explore Our Benefits