Posting Reason: Temporary replacement of a regular position Administrative Support ~# The University of Ottawa is home to a energetic community of over 50,000 students, faculty and staff who live, work and study in English and French. Our campus is a crossroads of cultures and ideas, where bold minds come together to inspire game-changing ideas. We believe in the power of representation, and increasing the diversity of our faculty and staff is a step in that direction.

Our goal is to offer students the best possible learning experience, in an environment that reflects the diversity of its members, their ideas and their identities.

Our employees rally around a common goal: continuous improvement, personal development, service excellence, teamwork and a passion for learning, with the desire to make the University of Ottawa and the world a better place. In keeping with the ambitious vision and core aspirations of Transformation 2030, the University of Ottawa Library advances leading-edge research and supports transformative learning by connecting the uOttawa community to expertise, services, collections and technology in a welcoming and supportive environment. The University of Ottawa Library consists of three main libraries - the Morisset Library (arts and sciences), the Brian Dickson Law Library and the Health Sciences Library - in addition to a number of specialized research collections.

It employs some 150 staff, including 55 librarians, serving students, faculty and staff of the University.

The Senior Executive

Assistant provides administrative support to senior management (University Librarian and Dean of Libraries, Chief of Staff) to ensure smooth office operations and support the implementation of projects and activities. May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative processes, coordinates events and assigned projects.





Customer Service: 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 protect the service’s image. Attends senior management meetings to take notes and prepare minutes to follow up on decisions made.

Schedule and Meeting Management: Manages senior management calendars, and schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings for committees and sub-committees chaired by senior manager.

Travel Arrangements: Coordinates travel arrangements for the senior manager. Assembles the necessary documentation, follows up and collaborates with other uOttawa sectors to finalize payment of invoices and reimbursement of travel expenses.

Report Production: Performs analysis and research, and compiles data, statistics and other information to produce reports that support discussions, decision making, special projects and management activities. Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities. University degree in administration,



office technology or an equivalent combination of education and work experience.

Experience in bilingual administrative writing with very good grammar skills Very good knowledge of computer software French and English (oral and written) Planning: Organize in time a series of actions or events in order to realize an objective or a project.

Client Service Orientation: Help or serve others to meet their needs. The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity.

We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes.

Applicants with disabilities may contact [email protected], Canadians and permanent residents will be given priority. If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

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. #

📌 Executive Administrative Assistant, Senior (Ottawa)
🏢 University of Ottawa
📍 Ottawa