Job Description:

We are looking for an experienced Executive Assistant to support senior leadership in Ottawa, Ontario through a contract opportunity with the potential to become permanent. This position is well suited to a highly organized individual who can coordinate board and committee activities, manage complex schedules and travel, and maintain explicit communication across multiple stakeholders. The successful candidate will bring strong technical skills, sound judgment, and the ability to keep administrative operations running smoothly in a fast-paced executive environment.

Responsibilities:

- Coordinate board and governance activities, including preparing meeting materials, organizing agendas, and supporting follow-up actions.
- Provide administrative support to executives by managing calendars, arranging meetings, and responding to shifting priorities.
- Organize domestic and international travel plans, including itineraries, bookings, and related logistics.
- Record accurate meeting minutes for board, committee, and leadership discussions, then distribute documentation in a timely manner.
- Support committee operations by scheduling sessions, maintaining records, and tracking outstanding items.




- Prepare and process expense reports and other administrative documentation with a high level of accuracy.
- Use tools such as SharePoint, Zoom, Microsoft Teams, Outlook, and Webex to support communication, document management, and virtual meetings.
- Handle general executive assistant duties, including document scanning, photocopying, correspondence support, and coordination of day-to-day office activities.

Requirements:

- Minimum of 5 years of experience in an Executive Assistant or similar senior administrative support role.
- Demonstrated experience supporting executives, board functions, or committee-based environments.
- Strong proficiency with Microsoft Outlook, Microsoft Teams, Zoom, SharePoint, and other business communication platforms.
- Proven ability to manage calendars, travel arrangements, and expense reporting efficiently.
- Excellent organizational skills with the ability to manage multiple priorities and maintain attention to detail.
- Strong written and verbal communication skills, including the ability to produce clear and accurate meeting minutes.
- Experience working with tools such as Concur, CRM systems, ADP, Kronos, or Cisco Webex is considered an asset.

📌 Executive Assistant (Ottawa)
🏢 Robert Half
📍 Ottawa