Senior Executive Assistant

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

Job summary

The University of Ottawa Library seeks a Senior Executive Assistant to support senior leaders, ensuring smooth operations and handling high-level administrative tasks. The role involves drafting and revising official communications, coordinating calendars, arranging meetings, travel, and maintaining efficient records.

You will manage complex schedules for the University Librarian and Dean of Libraries, prepare board and committee materials, and ensure timely follow-up on decisions.

Responsibilities

• Customer Service: Greets, informs and redirects people, internal and external to uOttawa.
• Administrative Writing: Drafts and revises documents; translates when needed; prepares minutes and official communications.
• Schedule and Meeting Management: Manages calendars, arranges meetings, distributes agendas and files.
• Travel Arrangements: Coordinates travel; obtains estimates and reservations; handles expense processes.
• File Management: Establishes and maintains filing systems for senior management.

Job description

Follow us on LinkedIn

• 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
• Applications must be received BEFORE (YYYY/MM/DD): 2026/09/17
• Hours per week: 35
• Salary Grade: SSUO Grade 08
• Salary Range: $68,149.00 - $86,083.00

The University of Ottawa - A crossroads of cultures and ideas 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, coordinates 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