Strategic Executive Assistant | Hybrid Support

RiseMe; Ottawa; Hybrid; CAD 60,000 - 90,000; Full time

Job summary

Canadian Centre on Substance Use and Addiction in Ottawa, Ontario is seeking an Executive Assistant to support the Executive Support and Administrative Services Manager, handling calendars, travel, briefing materials and confidential correspondence.

The role emphasizes project coordination, minute taking, document management and high‑level communications with staff, boards and senior government officials. This flex hybrid position requires onsite presence as needed.

Qualifications

• Eight to 10 years of progressive administrative assistant experience with a minimum of four years as an executive assistant to a senior executive
• Completion of a three-year community college program in business administration or equivalent professional practice in the administrative field
• Ability to communicate effectively and tactfully with staff, Board members, senior government officials and the public
• Knowledge of formal and informal protocols and methods of supporting senior management level positions
• Strong organizational and customer service skills
• Proactive, independent worker while also fostering collaborative teamwork to achieve collective goals
• Ability to work well under pressure with multiple changing demands and deadlines
• Sound judgment, courtesy, dependability and discretion required
• Expert knowledge of MS Office (e.g., Outlook, Word, Excel, PowerPoint) and Adobe Acrobat (e.g., PDF) is essential
• Bilingual in English and French preferred

Responsibilities

• Manage EO member(s)’ calendar(s), including assessing priorities, scheduling meetings and events and coordinating travel arrangements and accommodations
• Monitor EO member(s)’ immediate and long-term commitments, identify conflicts and proactively flag emerging issues
• Prepare meeting agendas, compile briefing materials and take minutes for meetings as assigned
• Brief EO member(s)’ and the leadership team on upcoming meetings, key priorities, events and documents requiring review or approval
• Manage the flow of documents and correspondence for EO member(s)’ reviews and approvals, ensuring accuracy, completeness and timeliness
• Draft, review, format and proofread internal and external correspondence, presentations, policy briefings, talking points and proposals, including sensitive and confidential materials
• Follow up with staff on outstanding action items and ensure timely progression of deliverables
• Provide executive-level support to other team members, as required
• Manage and coordinate special projects and strategic initiatives on behalf of EO member(s)
• Provide coordination and execution support for events, internal and external collaborations and cross-divisional initiatives
• Support the strategic initiatives process by liaising with leaders to ensure timelines and deliverables are met
• Support periodic strategic planning activities, including coordinating focus groups, liaising with internal teams and preparing partnership and presentation materials
• Liaise directly with the Office of the Minister of Health, the Privy Council Office and the Prime Minister’s Office as required
• Assist in maintaining and strengthening relationships with organizational partners and collaborators

Skills

Calendar management

Documentation

Verbal and written communication

Proactive and independent work

MS Office

Discretion

Bilingual English/French (preferred)

Relationship management

Education

3-year college program in business administration or equivalent

Tools

MS Office (Outlook, Word, Excel, PowerPoint)

Adobe Acrobat PDF

Job description

Canadian Centre on Substance Use and Addiction in Ottawa, Ontario is seeking an Executive Assistant to support the Executive Support and Administrative Services Manager, handling calendars, travel, briefing materials and confidential correspondence.

The role emphasizes project coordination, minute taking, document management and high‑level communications with staff, boards and senior government officials. This flex hybrid position requires onsite presence as needed.