Activities assistant Offres d'emploi - Ottawa, ON

We are offering an exciting opportunity for a fluently bilingual Executive Assistant in Ottawa, Ontario. The successful candidate will provide high-level executive and administrative support services to the CEO. This role involves managing complex tasks, maintaining effective communication with the executive team, and ensuring the smooth operation of day-to-day activities.

Responsibilities :

• Serve as the primary point of contact between the CEO, VP, and internal / external stakeholders, facilitating information flow.
• Manage the CEO's and VP's calendar, including arranging meetings, appointments, and domestic and international travel.
• Assist in organizing and managing logistics for internal and external meetings, conferences, and events.
• Draft, proofread, and edit correspondence, presentations, and reports to ensure accuracy and professionalism.
• Conduct research and compile data to support the CEO and VP in decision-making.
• Maintain and organize confidential files and records to ensure easy access and confidentiality.
• Process expense reports, invoices, and other administrative tasks efficiently.
• Collaborate with other executive assistants and team members to streamline operations and improve administrative processes.
• Provide occasional support to other executives as directed by the CEO.
• Assist in the budget and procurement of products and services on behalf of the CEO and VP.
• Applicant must have a minimum of 7 years experience as an Executive Assistant to C-suite level executives
• Proficiency in Calendar Management is required, briefing the CEO on priorities and ensuring time management to execute tasks
• Should possess strong written communication skills in both English and French to manage correspondence, including drafting letters, emails, and other formal communications on behalf of the executive
• Experience in making Travel Arrangements is necessary, including booking flights, accommodations, and organizing itineraries for domestic and international travel
• Capability to handle Expense Reports is essential, encompassing the preparation, submission, and tracking of executive expenses
• Prior involvement with Advisory Boards is desired, including scheduling board meetings, preparing agendas, and drafting minutes
• Ability to work effectively with minimal supervision, demonstrating a high level of initiative and problem-solving skills
• Excellent interpersonal skills, with the ability to interact professionally with all levels of the organization
• Must be highly organized, detail-oriented, and capable of managing multiple tasks simultaneously
• Proficiency and ability to work in both official languages, EN / FR is essential

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