Executive Assistant

JExecutive Assistant – C-Suite Support

Location: Ottawa, ON - this is an onsite position.

Industry: Real Estate / Property Development

Duration: Full-time, Permanent

Our client, a well-established and award-winning organization with a 70+ year legacy of excellence, is currently seeking an experienced Executive Assistant to support their Chief Executive Officer and senior leadership team. This is a high-impact role for a polished professional who thrives in fast-paced environments, excels in calendar and communication management, and brings discretion and strategic insight to executive-level support.

As a key partner to the CEO and senior leadership, you will play a central role in maintaining efficient day-to-day operations, managing strategic initiatives, and ensuring critical communications and meetings run seamlessly.

Why This Opportunity Stands Out

• Competitive compensation package
• Annual performance bonus
• Full benefits from day one + RRSP matching
• 3 weeks’ vacation to start + flexible summer hours
• Tuition reimbursement and career development programs
• Employee recognition platform
• Exposure to executive-level decision-making
• Positive, collaborative, and mission-driven culture

What You’ll Be Doing

Executive Support & Calendar Management

• Manage complex and dynamic calendars for the CEO and executive team
• Schedule and coordinate high-level meetings, events, and travel itineraries
• Ensure meetings and appointments are executed smoothly and efficiently

Communication & Stakeholder Engagement

• Serve as a key liaison between executives and internal/external stakeholders
• Draft and edit emails, presentations, and other high-level correspondence
• Screen calls and manage inbound communication with professionalism

Meeting & Document Coordination

• Prepare board and leadership meeting materials
• Attend meetings, take minutes, and manage follow-up on action items
• Maintain organized digital and physical filing systems

Project & Budget Support

• Lead or support special projects and corporate initiatives
• Conduct research and compile executive reports
• Assist with budget tracking, invoice processing, and purchase orders

Team Oversight & Operations

• Supervise a junior administrative assistant on the Ottawa Executive Support team
• Maintain departmental records including timesheets, org charts, and attendance logs
• Manage confidential documents and ensure executive compliance protocols

What We’re Looking For

Education & Experience

• Bachelor's degree in Business Administration, Communications, or related field
• 10+ years of Executive Assistant experience, with direct support to C-suite leaders

Technical Skills

• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experienced in managing calendars, booking travel, and using project management tools
• Strong communication and documentation skills

Professional Attributes

• Anticipates needs and proactively solves problems
• Handles sensitive information with utmost discretion and professionalism
• Exceptional organization, time management, and multi-tasking skills
• Poised, polished, and confident working with high-profile stakeholders
• Flexible and adaptable, including availability for occasional travel (~8–10 trips per year) and extended hours when required