Executive Assistant

Job Full Description

Join the team of a respected not-for-profit organization in downtown Ottawa, where you'll play a vital role in driving success. We're seeking an experienced Executive Assistant to fill a key role, following a retirement. This in-office opportunity offers a chance to make a real impact and be part of a dynamic team that's shaping the future.

Duties may include, but are not limited to:

• Manage complex schedules, arrange meetings, and coordinate teleconferences
• Handle email correspondence and respond to invitations on behalf of the President and CEO
• Ensure high-quality formatting and editing of correspondence, memoranda, and reports
• Coordinate travel arrangements, logistics, and engagements for the President and CEO
• Develop and manage the President and CEO's schedule, prioritizing tasks and ensuring a balanced workload
• Build and maintain relationships with internal and external stakeholders
• Contribute to the preparation of agenda materials for council meetings
• Prepare and distribute emails, invitations, and other communications to council members and stakeholders
• Arrange bilateral meetings between the President and CEO and members
• Prepare monthly reports and maintain updated lists of meetings and contacts
• Attend weekly scheduling meetings with the President and CEO and senior leadership team
• Monitor multiple email inboxes and coordinate with senior leadership on speaking engagements and other matters
• Other administrative duties as required

Required skills and qualifications:

• Business/Office Administration Certificate required; university education or equivalent experience preferred
• Minimum 5 years of experience as an Executive Assistant, with a proven track record of success ideally supporting a CEO
• Fluency in both English and French is required, with excellent written and verbal communication skills in both languages
• Proven experience in managing complex, high-volume calendars and schedules, with government experience considered an asset
• Excellent interpersonal and relationship-building skills, with the ability to establish trust with senior management, board members, staff, and stakeholders
• Impeccable judgment, discretion, and confidentiality when handling sensitive information
• Highly organized and self-motivated, with a strong ability to prioritize tasks, manage multiple projects, and meet deadlines
• Possesses a calm and composed demeanor, with exceptional organizational skills and the ability to take charge when necessary
• Demonstrates a high level of professionalism, with a strong ability to work collaboratively as a team player
• Ability to maintain discretion and tact, while also providing guidance and support to senior leadership, including the President/CEO
• Flexible and adaptable, with a willingness to take on a wide range of tasks and responsibilities as needed
• Proactive approach with the ability to anticipate and prioritize tasks, often before they are requested by the CEO

Benefits and Perks:

• Comprehensive benefits package
• 3 weeks' vacation
• Generous time-off package
• Convenient downtown location
• Learning and development opportunities
• Employer-matched pension plan
• Travel opportunities

Monday to Friday - 9:00am to 5:00pm
May be required and flexible to business needs

Salary: $85,000 - $90,000 per year; commensurate on experience

If you're a motivated and qualified candidate, please submit your resume in response to this posting.

We appreciate all applications; however, only selected candidates will be contacted for an interview.

Express Employment Professionals is an Equal Opportunity Employer committed to diversity and inclusion.

Ottawa, ON
2709
2733 Lancaster Road
Suite 110
Ottawa, ON K1B 0A9