Executive Assistant – Office Manager

Jobtailor; Ottawa; On-site; CAD 70,000 - 100,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant to support the President & CEO. The role involves managing calendars, coordinating meetings, preparing materials, and handling confidential information in a fast-paced environment in Ottawa, Canada.

You will liaise with internal and external stakeholders, support governance processes, and assist with travel arrangements and board-related activities. The ideal candidate has 5+ years of executive support experience, strong communication,

Qualifications

• 5 years’ related executive-level support experience.
• Experience supporting a board of directors or governance processes.
• Excellent written and verbal communication skills.
• Strong organizational, administrative, and project management abilities.
• Strong stakeholder management and interpersonal skills.
• Ability to prioritize competing demands in a fast-paced environment.
• Proficiency with Microsoft Office Suite and digital communication tools.
• Discretion and confidentiality in handling sensitive information.

Responsibilities

• Proactively manage the President & CEO’s schedule and prioritize requests for the CEO’s time.
• Provide executive office and administrative support, including expense reports, meeting coordination, calendar management, correspondence, files, and workflows.
• Support the Board of Directors and committees with scheduling, agenda development, board portal administration, document management, minutes, action tracking, and governance records.
• Manage office administration and staff functions, including building maintenance requests, stakeholder ticket allocations, VIP event logistics, and the social committee.
• Handle confidential correspondence and information, escalating matters where appropriate.
• Organize employee engagement activities, events, initiatives, and recognition programs.
• Provide administrative support to other executive-suite members.
• Liaise between the Executive Office and internal and external stakeholders.
• Prepare meeting materials, agendas, presentations, records, and action tracking for CEO-led meetings.
• Coordinate strategic projects led by the President & CEO, tracking milestones, deadlines, stakeholders, and deliverables.
• Maintain executive action-tracking systems and monitor commitments.
• Use Microsoft 365 Copilot and related productivity technologies to improve executive workflows.
• Arrange domestic and international travel for the CEO, including flights, hotels, and itineraries.
• Ensure the CEO’s office is organized and equipped with necessary resources, supplies, and technology.

Skills

Executive support

Calendar management

Board support

Project coordination

Stakeholder management

Discretion & confidentiality

Communication

Bilingual (EN/FR)

Tools

Microsoft 365

Copilot

Job description

• Proactively manage the President & CEO’s schedule and prioritize requests for the CEO’s time and attention


• Provide executive office management and administrative support, including expense reports, meeting coordination, calendar management, correspondence, files, and workflows


• Support the Board of Directors and committees with scheduling, agenda development, board portal administration, document management, minutes, action tracking, and governance records


• Manage office administration and staff functions, including building maintenance requests, stakeholder ticket allocations, VIP event logistics, and the social committee


• Handle confidential correspondence and information, escalating matters where appropriate


• Organize employee engagement activities, events, initiatives, and recognition programs


• Provide administrative support to other executive-suite members


• Liaise between the Executive Office and internal and external stakeholders


• Prepare meeting materials, agendas, presentations, records, and action tracking for CEO-led meetings


• Coordinate strategic projects led by the President & CEO, tracking milestones, deadlines, stakeholders, and deliverables


• Maintain executive action-tracking systems and monitor leadership, board, and committee commitments


• Use Microsoft 365 Copilot and related productivity technologies to improve executive workflows


• Arrange domestic and international travel for the CEO, including flights, hotels, and itineraries


• Ensure the CEO’s office is organized and equipped with necessary resources, supplies, and technology

Requirements

• 5 years’ related experience providing administrative support at the executive level


• Experience supporting a board of directors or governance process


• Excellent written and verbal communication skills


• Strong organizational, administrative, and project management abilities


• Strong stakeholder management, relationship-building, and interpersonal skills


• Ability to prioritize competing demands, think critically, and make effective decisions in a fast-paced environment


• Proficiency in office software, including Microsoft Office Suite, and digital communication tools


• Ability to maintain composure and professionalism under pressure


• Discretion and confidentiality in handling sensitive information


• Strong problem-solving skills


• Bilingualism in both of Canada’s official languages is an asset


• Previous experience in tourism, hospitality, or destination management/marketing is an asset


• Experience working with board members is an asset

Core Competencies

Demonstrates expertise in executive office management, including calendar management, meeting coordination, and document management, while maintaining discretion and confidentiality. Proficient in stakeholder management and project coordination, ensuring effective communication and organization within a fast-paced environment.

Highest-signal resume keywords

• Executive Office Management


• Board Support and Governance


• Project Management


• Microsoft Office Suite Proficiency


• Bilingual Communication

ATS Optimization Keywords

Hard Skills

• Calendar Management


• Document Management


• Meeting Coordination


• Expense Reporting


• Action Tracking


• Project Coordination


• Office Software Proficiency


• Travel Arrangement


• Governance Process Support


• Confidential Information Handling

Soft Skills

• Written Communication


• Verbal Communication


• Organizational Skills


• Interpersonal Skills


• Problem-Solving Skills

Industry Keywords

• Tourism


• Hospitality


• Destination Management


• Governance Records


• Stakeholder Management

Tools & Technologies

• Microsoft 365 Copilot


• Digital Communication Tools