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University of Ottawa
Executive Assistant, Office of the PresidentUniversity of Ottawa • Ottawa, ON, CA
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Executive Assistant, Office of the President

Executive Assistant, Office of the President

University of Ottawa • Ottawa, ON, CA
19 days ago
Salary
CA$76,882.00 yearly
Job type
  • Full-time
Job description

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Posting Reason:

New Position

Job Type:

Employee

Anticipated Duration in Months (for contracts and temporary assignments):

N/A

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Executive support

Campus:

Main Campus

Union Affiliation:

N/A

Date Posted (YYYY/MM/DD):

2026/06/11

Applications must be received BEFORE (YYYY/MM/DD):

2026/06/22

Hours per week:

35

Salary Grade:

Non-Union Grade NC6 - 35 hrs

Salary Range:

$76,882.00 - $96,103.00

Position Purpose

Provides administrative support to senior management to ensure smooth office operations. Coordinates the planning and implementation of the senior management office’s activities and projects in order to support the attainment of the office’s strategic objectives while maintaining the highest standard of quality. Performs all duties autonomously and proactively. May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel and prepare documents and reports.


Typical Accountabilities

  • Customer Service: Greets, informs and redirects internal and external clients. 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.
  • 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 protecting the service’s image. Attends senior management meetings to take notes and prepare minutes to follow up on decisions. 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 subcommittees.
  • Operations Coordination: Coordinates the planning and implementation of the senior management office’s operational activities. Ensure that the office operates optimally by developing and implementing procedures, processes and work tools that align with the office’s strategic objectives, orientations and priorities in order to provide senior management with a standardized and high-quality support service.
  • Schedule and Meeting Management: Manages senior management schedules, schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings for committees and subcommittees chaired by senior managers. 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.

Knowledge, Experience and Skills

  • University degree in administration, office technology or an equivalent combination of education and work experience
  • Minimum seven (7) years of demonstrated experience in a similar role
    Experience in bilingual administrative writing with excellent grammar skills
  • Excellent knowledge of computer software
  • Strong organizational skills, autonomy and judgment
  • Strong communication skills
  • Ability to work flexible hours
  • Bilingual– English and French (written and spoken)

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

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Executive Assistant, Office of the President • Ottawa, ON, CA

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