Senior Executive Assistant

University of Ottawa; Ottawa; On-site; CAD 68,000 - 86,000; Full time

Job summary

The University of Ottawa Library is seeking a Senior Executive Assistant to provide high‑level administrative support to senior management, ensuring smooth operations and project coordination.

Based in Morisset Hall, you will manage calendars, travel, documents, and communications, and help prepare reports, minutes and presentations with a strong emphasis on bilingual writing and professional discretion.

Qualifications

• University degree or equivalent mix of education and experience.
• Minimum 5 years in a similar administrative role.
• Bilingual in French and English with strong writing skills.

Responsibilities

• Customer Service: Greets and screens correspondence and phone calls for senior management.
• Administrative Writing: Drafts and revises documents; prepares minutes and presentations.
• Schedule and Meeting Management: Manages calendars; prepares agendas and distributes documents.
• Travel Arrangements: Coordinates travel and approvals in line with regulations.
• File Management: Maintains filing systems and confidentiality for audits.
• Report Production: Analyzes data to produce reports for management.
• Documentation: Drafts and updates internal procedures and processes.

Skills

Strong organizational skills

Excellent communication skills

Bilingualism: French and English

Attention to detail

Autonomy and judgment

Education

University degree in administration or related field

Tools

Microsoft Office

Job description

Job Details

Posting Reason: Temporary replacement of a regular position

Job Type: Employee

Anticipated Duration in Months (for contracts and temporary assignments): 11

Job Family: Administrative Support

# of Open Positions: 1

Faculty/Service - Department: University of Ottawa Library

Campus: Morisset Hall

Union Affiliation: SSUO

Date Posted (YYYY/MM/DD): 2026/09/04

Hours per week: 35

Salary Grade: SSUO Grade 08

Salary Range: $68,149.00 - $86,083.00

The University of Ottawa is home to a dynamic community of over 50,000 students, faculty and staff who live, work and study in English and French. Our campus is a crossroads of cultures and ideas, where bold minds come together to inspire game-changing ideas. We believe in the power of representation, and increasing the diversity of our faculty and staff is a step in that direction. Our goal is to offer students the best possible learning experience, in an environment that reflects the diversity of its members, their ideas and their identities. We are one of Canada's top ten research universities – our professors and researchers are exploring new approaches to today’s challenges. As one of only a handful of Canadian universities ranked in the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from around the globe. Our employees rally around a common goal: continuous improvement, personal development, service excellence, teamwork and a passion for learning, with the desire to make the University of Ottawa and the world a better place. Everyone’s contributions are valued, and we all contribute to making the University of Ottawa a world-class institution. But most of all, we make sure you can reach your full potential. Because at uOttawa, you belong!

About the library

In keeping with the ambitious vision and core aspirations of Transformation 2030, the University of Ottawa Library advances leading-edge research and supports transformative learning by connecting the uOttawa community to expertise, services, collections and technology in a welcoming and supportive environment. The University of Ottawa Library consists of three main libraries – the Morisset Library (arts and sciences), the Brian Dickson Law Library and the Health Sciences Library – in addition to a number of specialized research collections. It employs some 150 staff, including 55 librarians, serving students, faculty and staff of the University.

Job purpose

The Senior Executive Assistant provides administrative support to senior management (University Librarian and Dean of Libraries, Chief of Staff) to ensure smooth office operations and support the implementation of projects and activities. Performs all duties autonomously and proactively. May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative processes, coordinate events and assigned projects.

Typical Accountabilities

• 1. Customer Service: Greets, informs and redirects people, both internal and external to uOttawa. 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.
• 2. 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 protect the service’s image. Attends senior management meetings to take notes and prepare minutes to follow up on decisions made. 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 sub-committees.
• 3. Schedule and Meeting Management: Manages senior management calendars, and schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings for committees and sub-committees chaired by senior manager. 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 made.
• 4. Travel Arrangements: Coordinates travel arrangements for the senior manager. 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 sectors to finalize payment of invoices and reimbursement of travel expenses.
• 5. 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.
• 6. Report Production: Performs analysis and research, and compiles data, statistics and other information to produce reports that support discussions, decision making, special projects and management activities.
• 7. Documentation: Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities.

Knowledge, Experience and Skills

• University degree in administration, office technology or an equivalent combination of education and work experience.
• At least 05 years of demonstrated experience in a similar role.
• Experience in bilingual administrative writing with very good grammar skills.
• Very good knowledge of computer software.
• Strong organizational skills, autonomy and judgment.
• Strong communication skills.
• Bilingualism: French and English (oral and written).

Other Qualifications

• Experience in bilingual administrative writing with very good grammar skills.
• Very good knowledge of computer software.
• Strong organizational skills, autonomy and judgment.
• Strong communication skills.
• Bilingualism: French and English (oral and written).

Key Competencies

• 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.

Diversity, equity and inclusion

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.

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.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 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 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.