Job Overview

We are seeking a proactive and highly organized Executive Assistant to support our CEO in a dynamic, full-time capacity. This role is vital in ensuring seamless daily operations, managing complex schedules, and facilitating effective communication across all levels of the organization. The ideal candidate will demonstrate exceptional administrative skills, a positive attitude, and the ability to handle multiple priorities with precision and professionalism.

Join us to be a key contributor in driving our executive’s success and advancing our company’s mission.

Duties

- Manage and maintain the CEO’s calendar using Microsoft Outlook Calendar, scheduling meetings, appointments, and travel arrangements with efficiency.
- Prepare, proofread, and organize correspondence, reports, and presentations to ensure clarity and professionalism.
- Handle incoming calls with excellent phone etiquette, directing inquiries appropriately via multi-line phone systems.
- Perform data entry and bookkeeping tasks using QuickBooks and other Office applications to support financial record-keeping.
- Organize files, documents, and records through meticulous filing systems—both digital via Google Workspace and physical files at the front desk.
- Coordinate meetings by preparing agendas, booking conference rooms, and ensuring all necessary materials are ready ahead of time.




- Assist with special projects by conducting research, compiling data, and providing administrative support as needed.

Skills

- Proven experience with Office experience including Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools.
- Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
- Excellent typing speed combined with attention to detail for accurate data entry and proofreading tasks.
- Skilled in clerical and administrative functions such as filing, document management, and front desk reception duties.
- Familiarity with QuickBooks for bookkeeping purposes and DocuSign for electronic document signing processes.
- Exceptional customer service skills to interact professionally with internal teams, clients, vendors, and visitors.
- Knowledge of multi-line phone systems and office etiquette to manage communications smoothly.

Join our team as an Executive Assistant to the CEO where your expertise will empower leadership success while fostering an organized, efficient workplace! Pay: $53,898.90-$90,727.22 per year

Benefits

- Casual dress
- Company pension
- Dental care
- Versatile schedule
- On-site parking
- RRSP match
- Tuition reimbursement
- VRSP

Work Location: In person

📌 Executive Assistant to CEO - Full-time (Ottawa)
🏢 Itec Solutions
📍 Ottawa