Due to an upcoming retirement, our client, a leading manufacturer serving the construction industry in Ottawa's East End, is seeking a Bilingual Executive Assistant to support the CEO and Vice President. This key role will be responsible for managing executive calendars, coordinating communications, and providing high-level administrative support. The successful candidate will also oversee travel arrangements for the executive team, vice presidents, and a national sales team of approximately 17 representatives, particularly in support of regional meetings and company events.

Required skills and qualifications:

Fluently bilingual in English and French (written and verbal)

Experience managing calendars, scheduling meetings, and coordinating travel

3-5 years of experience providing administrative support to senior executives is preferred

Strong organizational, multitasking, and prioritization skills

Ability to draft, review, edit, and translate correspondence, reports, and presentations

Advanced proficiency with Microsoft Office Suite

Strong attention to detail and accuracy

Ability to work independently, take initiative, and require minimal supervision

Adaptable and able to work effectively with a variety of personalities

Professional, discreet, and capable of handling confidential information

Duties may include, but are not limited to:

Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangements

Serve as the primary point of contact for executives, handling internal and external communications professionally

Monitor and prioritize inboxes, responding to correspondence and directing inquiries as required

Screen incoming calls and visitors,



ensuring timely follow-up and appropriate escalation when necessary

Draft, edit, and distribute correspondence, reports, presentations, and other business documents

Coordinate communication and information flow between executives, departments, and external stakeholders

Arrange travel accommodations, itineraries, and expense reporting for executive team members

Prepare and compile weekly vehicle usage and reporting data for sales representatives and directors

Administer and track the annual customer rebate program, ensuring accuracy and timely processing

Order and maintain inventory of promotional products, marketing materials, and business cards

Organize meetings, prepare agendas, record meeting notes, and follow up on action item

Maintain confidential records, files, and documentation with a high level of discretion

Support special projects and provide general administrative assistance to the leadership team as required

Ensure office administrative processes are efficient, organized, and aligned with company standards

Benefits and Perks:

Positive, team-oriented workplace with a great company culture

Diverse and engaging role with exposure to all areas of the organization

Competitive health and dental benefits package

Employer-matched RRSP program

Long-Term Disability (LTD) coverage

Life insurance coverage

Employee Assistance Program (EAP)

Two (2) weeks of vacation

Paid office closure between Christmas and New Year's

Salary: $55,000 to $75,000 per year depending on experience

Monday – Friday – 8:00am – 5:00pm with a 1 hour lunch

Express Employment Professionals is an Equal Chance Employer.

Our selection process includes AI-enabled tools for screening based on keywords and minimum qualifications. A human decides who moves forward.

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📌 Executive Assistant (Quebec City)
🏢 Express Employment Professionals - Ottawa East
📍 Quebec City