Executive Assistant - Ottawa

Quantum Management Services Ltd.; Ottawa; Hybrid; CAD 65,000 - 80,000; Full time

Job summary

Quantum Management Services Ltd. is seeking an Executive Assistant in Ottawa, ON, operating in a hybrid model.

You will provide high-level administrative support to the CEO and Board of Directors, manage governance processes, and coordinate meetings and events across the not-for-profit organization. The role requires strong organizational skills, five years of experience, and proficiency with MS Office and governance tools.

Qualifications

• Five+ years of administrative experience or equivalent, including executive support.
• Experience in a small organization.
• Strong organizational and time-management abilities to manage competing priorities.

Responsibilities

• Coordinate Board, committee, management and AGM meetings with scheduling, agendas and logistics.
• Record meeting minutes, distribute records, track actions and follow up.
• Maintain governance documents in SharePoint and manage electronic voting and Board evaluations.
• Arrange CEO and staff meetings/travel; organize venues, accommodation and catering for Board events.
• Support program administration, update databases, prepare certificates, respond to inquiries.
• Assist with committee appointments and related records.
• Coordinate employee activities and ERP-related administration.
• Maintain office supplies and general administrative support.

Skills

Organizational skills

Time management

Interpersonal skills

Communication skills

Education

University degree or college diploma

Tools

SharePoint

Microsoft Word

Excel

Adobe Acrobat

Database experience

Job description

Position: Executive Assistant

Location: Ottawa, ON - Hybrid

Salary: $65,000-$80,000 per year, based on experience

Benefits: Available after three months

Posting Type: Open vacancy

Hybrid Schedule: Three days per week in office, reduced to two during summer

Our client is seeking an Executive Assistant to work closely with the CEO and support the Board of Directors of a small, collaborative not-for-profit organization. This varied opportunity combines executive support, meeting and event coordination, and hands-on involvement in daily operations.

Reporting to the CEO, you will coordinate governance activities, keep documentation and follow-ups organized, and provide administrative support across the office and its program teams.

Key Responsibilities:

• Coordinate Board, committee, management and annual general meetings, including scheduling, agendas, briefing packages and meeting logistics.
• Record meeting minutes, distribute approved records, track action items and follow up on outstanding commitments.
• Maintain Board materials and governance documents in SharePoint, and coordinate electronic voting and Board evaluation processes.
• Arrange meetings and travel for the CEO and staff, and organize venues, accommodations and catering for Board events.
• Support program administration by processing documentation, updating databases, preparing certificates and responding to inquiries.
• Assist with committee appointments, approval processes and related records.
• Coordinate employee activities and team events, and assist with operational projects and ERP-related administration.
• Maintain office supplies and inventory, coordinate mail and provide general administrative support.

Qualifications:

• At least five years of administrative experience, which can combine general administration and executive support.
• Experience working in a small organization.
• Strong organizational and time-management skills, with the ability to manage competing priorities and maintain accurate records.
• Excellent interpersonal and communication skills, with a service-oriented approach.
• Working knowledge of Microsoft Word, Excel, email and Adobe Acrobat, plus some database experience.
• Basic understanding of accounting and governance.
• University degree or college diploma preferred.
• French language proficiency is an asset.

This role suits an organized, adaptable administrative professional who enjoys supporting senior leadership, working closely with colleagues and managing the practical details that keep an office running smoothly.