Executive Assistant

Job Description

Our established engineering client is seeking an organized and proactive Executive Assistant in Ottawa. This position reports to the senior leadership and will be responsible for managing their executive administrative needs and well as supporting general office administration.

This is a full-time, permanent opportunity offering competitive pay, three weeks of vacation, comprehensive benefits, and more.The role is fully on-site, Monday to Friday, at our client's Ottawa office.

Responsibilities:

• Manage and optimize calendar scheduling, including handling conflicts and organizing meetings.
• Attend meetings, take minutes, and follow up on action items.
• Arrange travel logistics.
• Prepare and compile meeting agendas, reports, and presentation materials.
• Review and draft correspondence and prepare documentation for approvals.
• Screen and respond to emails, mail, and calls.
• Track and follow up on agenda items and assigned tasks within the company.
• Coordinate meeting logistics, including room reservations, catering, and internal services.
• Assist with organizing board meetings and off-site strategic events.
• Provide occasional administrative support for other departments.

Qualifications:

• 5+ years of experience as an Executive Assistant.
• Must have a Reliability clearance and be eligible for a Secret clearance.
• Bilingual in English and French is preferred.
• Strong organizational skills and attention to detail.
• Proactive and able to multitask in a fast-paced environment.
• Professional handling of confidential matters.
• Excellent verbal and written communication skills.
• Proficient in MS Office (Outlook, Word, Excel, PowerPoint).