Benefits: Pension plan, comprehensive benefits and more

About the Opportunity

Our client, a well-established national organization within the Canadian post-secondary education sector, is seeking an experienced Executive Assistant to provide high-level administrative and operational support to an Executive and their Division.

This is an excellent opportunity for a highly organized, detail-oriented professional who is comfortable working with senior leadership, managing competing priorities and handling confidential and sensitive information.

The successful candidate will play an important role in supporting the day-to-day operations of the Executive's office, coordinating meetings and activities, preparing executive-level correspondence and reports, monitoring budgets, and ensuring important deliverables and follow-ups are completed on time.

Key Responsibilities

Executive & Administrative Support

- Provide comprehensive administrative support to an Executive and their Division, helping coordinate day-to-day activities and operational priorities.
- Manage the Executive's calendar, schedule meetings, coordinate appointments and adjust priorities as required.
- Coordinate committee and working group meetings, including preparing agendas, recording and distributing minutes, and tracking action items.
- Monitor deadlines, maintain follow-up systems and ensure assignments and deliverables are completed on time.
- Develop and maintain administrative procedures, templates, filing systems and office processes.

Communication & Document Preparation

- Draft, edit and prepare executive-level correspondence, reports, presentations, briefing notes, memorandums and other corporate documents.




- Review documents for accuracy, completeness, formatting, grammar and professionalism before submission for approval or signature.
- Coordinate translations and prepare bilingual communications in English and French, as required.
- Liaise with internal departments, senior management, member institutions, government representatives, and external stakeholders on behalf of the Executive.
- Handle confidential and sensitive information with the highest level of discretion and professionalism.

Scheduling, Meetings & Travel Coordination

- Coordinate internal and external meetings, conference calls, special events and other executive engagements.
- Prepare meeting materials, coordinate logistics and ensure appropriate follow-up.
- Arrange domestic and international travel, including accommodations, itineraries, travel documentation and expense claims.
- Coordinate hospitality arrangements, receptions and other event-related logistics.

Financial & Budget Administration

- Assist with monitoring the Executive's office and Division budgets, tracking expenditures and identifying discrepancies.
- Coordinate the preparation of quarterly reports, workplans, budgets and financial forecasts.
- Review invoices, expense claims and travel expenses for accuracy and completeness.




- Support financial reporting and ensure documentation is submitted within established deadlines.
- Work with Finance to monitor budgets and support financial planning activities.

Human Resources & Operational Coordination

- Coordinate administrative requirements related to HR matters, including staffing, job descriptions, performance appraisals, classification and employee/labour relations processes.
- Liaise with Human Resources and other internal departments to ensure timely processing and follow-up.
- Support the Executive and management team with operational planning and administrative requirements.
- Work collaboratively with other administrative professionals to ensure consistent coverage and support across the organization.

Qualifications & Experience

- Post-secondary diploma in Business Administration, Office Administration or a related field, or an equivalent combination of education and experience.
- Minimum 3 years of experience providing administrative and executive support, preferably supporting senior leadership or an Executive.
- Experience coordinating executive calendars, meetings, committees and competing priorities.
- Robust experience preparing, editing and proofreading professional correspondence, reports, presentations and other corporate documents.
- Bilingual in English and French, with strong written and verbal communication skills in both languages.
- Experience coordinating domestic and international travel arrangements.
- Experience with budget monitoring, financial reporting, expense claims and administrative financial processes.
- Experience developing and im

📌 Executive Assistant (Ottawa)
🏢 TAG HR
📍 Ottawa