Benefits: Pension plan, comprehensive benefits and more

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.

Executive & Administrative Support

Provide comprehensive administrative support to an Executive and their Division, helping coordinate day-to-day activities and operational priorities.

Develop and maintain administrative procedures, templates, filing systems and office processes.

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

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.

Scheduling, Meetings & Travel Coordination

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.

Review invoices,



expense claims and travel expenses for accuracy and completeness.

Work with Finance to monitor budgets and support financial planning activities.

Coordinate administrative requirements related to HR matters, including staffing, job descriptions, performance appraisals, classification and employee/labour relations processes.

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.

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.

Strong experience preparing, editing and proofreading professional correspondence, reports, presentations and other corporate documents.

Bilingual in English and French , with solid 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 improving administrative procedures and office processes.

Proficiency with Microsoft Office 365, including Word, Excel, Outlook and PowerPoint.

familiarity with Microsoft Dynamics 365 Business Central (BC) would be an asset.

Knowledge of project management principles and information management practices.

Familiarity with the Canadian post-secondary education sector would be an asset.

The ideal candidate is a proactive, resourceful and highly organized Executive Assistant who can anticipate needs, work independently and manage multiple priorities in a fast-paced environment.

Strong written communication, editing and proofreading abilities in both English and French.

Professionalism, discretion, tact and diplomacy when interacting with senior leadership and external stakeholders.

We do not use artificial intelligence to screen out applicants.

📌 ASSISTANT RESPONSABLE PLANNING (H/F) (Ottawa)
🏢 TAG HR
📍 Ottawa