Position: Personal and Executive Assistant
Location: Ottawa, ON
Salary: $70K-$90K per year depending on experience
Type: Full-time, permanent (40hrs/week) hybrid
Benefits: Full benefits after 3 months, RSP Match after 24 months, company cellphone, employee discount, daily employee wellness hour, free snacks and beverages and regular lunches and dinners.
Posting Type: Open vacancy
Our client is seeking a Personal and Executive Assistant, to assist the Senior Vice President and CEO with a broad variety of tasks and assignments. Your role within the company is to support the Executive Team, providing necessary tools, resources and information needed for them to make decisions, and to work efficiently and effectively in their roles with their respective teams.
This is an exciting, demanding and prominent position for an enthusiastic, detail-oriented, flexible and highly organized professional with a demonstrated ability to work with sensitive, critical and confidential matters. You will provide top-tier support and assist with executive level tasks as well as personal matters.
Key responsibilities include but are not limited to:
- Managing all travel arrangements including flights and itineraries for the Senior Vice President, CEO and the CEO’s Family.
- Providing executive level support to the Senior Vice President, CEO, and their direct reports.
- Managing the Executive team’s busy calendar and emails, set up appointments while collaborating with Executive team to maintain efficient operations.
- Assisting in creating and organizing correspondence, drafts, documents, spreadsheets for meetings and executive use, while also supporting the development and maintenance of policy and procedure including confidential information.
- Reconciling of all expenses incurred by the Executive Team.
- Manage relationships and liaise with select vendors, trades, service providers and landlord.
- Running errands as needed for the Executive Team.
Qualifications:
- Post-secondary education in Administration, Business, or Legal.
- 3+ years of experience providing executive-level administrative support to senior leadership, including managing a high-volume, fast-paced executive office.
- Proven experience coordinating complex travel arrangements, including flights, itineraries, lounge access, and logistics; ability to research and recommend optimal options.
- Strong organizational skills with the ability to manage multiple priorities, handle time-sensitive matters, and adapt quickly in a dynamic environment.
- Demonstrated ability to exercise sound judgment, problem-solve, and maintain exceptional attention to detail.
- Advanced proficiency in Microsoft Office (Outlook, Word, Excel) for communication, document creation, and data management.
- Excellent written and verbal communication skills, including drafting professional correspondence and reports.
- Experience handling confidential information with a high level of discretion; willingness to sign a confidentiality agreement.
- Ability to work collaboratively with internal teams, service providers, and external stakeholders.
- Strong document management skills, including formatting and converting files (PDF, Word, images, etc.).
- Experience supporting administrative operations such as file management, data entry, and expense/claim processing.
- Flexibility to work occasional evenings and weekends to accommodate urgent matters and travel across time zones.
- Valid driver’s license and reliable transportation.
Please send your resume in Word format to Ilse den Besten at ilse.denbesten@quantum.ca.
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