Position: Executive Assistant
Location: Ottawa, ON – Hybrid
Salary: $65,000–$80,000 per year, based on experience
Benefits: Available after three months
Posting Type: Open vacancy
Hybrid Schedule: Three days per week in office, reduced to two during summer
Our client is seeking an Executive Assistant to work closely with the CEO and support the Board of Directors of a small, collaborative not-for-profit organization. This varied opportunity combines executive support, meeting and event coordination, and hands-on involvement in daily operations.
Reporting to the CEO, you will coordinate governance activities, keep documentation and follow-ups organized, and provide administrative support across the office and its program teams.
Key Responsibilities:
- Coordinate Board, committee, management and annual general meetings, including scheduling, agendas, briefing packages and meeting logistics.
- Record meeting minutes, distribute approved records, track action items and follow up on outstanding commitments.
- Maintain Board materials and governance documents in SharePoint, and coordinate electronic voting and Board evaluation processes.
- Arrange meetings and travel for the CEO and staff, and organize venues, accommodations and catering for Board events.
- Support program administration by processing documentation, updating databases, preparing certificates and responding to inquiries.
- Assist with committee appointments, approval processes and related records.
- Coordinate employee activities and team events, and assist with operational projects and ERP-related administration.
- Maintain office supplies and inventory, coordinate mail and provide general administrative support.
Qualifications:
- At least five years of administrative experience, which can combine general administration and executive support.
- Experience working in a small organization.
- Strong organizational and time-management skills, with the ability to manage competing priorities and maintain accurate records.
- Excellent interpersonal and communication skills, with a service-oriented approach.
- Working knowledge of Microsoft Word, Excel, email and Adobe Acrobat, plus some database experience.
- Basic understanding of accounting and governance.
- University degree or college diploma preferred.
- French language proficiency is an asset.
This role suits an organized, adaptable administrative professional who enjoys supporting senior leadership, working closely with colleagues and managing the practical details that keep an office running smoothly.
Please send your resume in Word format to Ilse den Besten at ilse.denbesten@quantum.ca.
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