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Bilingual Executive Assistant

4 months ago

Ottawa, Canada Rutke Search Group Full time

Our client is a rapidly growing professional services firm with deep experience in reputation management, government relations, and procurement. While they take their work very seriously, they foster a lighthearted, fun, and humor-filled working environment that puts flexibility and their employees’ needs above all else.


Reporting to the COO, the Executive Assistant role is crucial in ensuring the firm's Partners can perform at their best. You will ensure that the Partners are always prepared, where they need to be, and on top of their tasks—all while maintaining a fun work environment.


What you’ll do:

  • Prioritize and coordinate Partner calendars, set up meetings, and resolve scheduling conflicts
  • Organize and prepare for meetings, including gathering and disseminating required documents
  • Track and ensure Partner tasks are completed
  • Organize and prioritize Partner emails
  • Compile and format client-facing documents and presentations
  • Make travel arrangements and prepare expense reports
  • Take notes at meetings
  • Assist with logistics for internal meetings, offsite strategic retreats, and client events
  • Schedule meetings for other staff members
  • Maintain electronic filing systems
  • Perform other administrative duties as required


What you bring to the table:

  • Fluently Bilingual (English/French)
  • Highly organized, detail-oriented, and able to manage and prioritize numerous tasks
  • Strong customer focus (primarily internal), outstanding team player, and excellent at building rapport with staff members
  • Comfortable addressing difficult topics
  • Self-starter and problem solver with a commitment to resolving issues
  • Proficient in Microsoft Office applications
  • Curious and fearless attitude towards technology and systems
  • Minimum of two years of experience in a similar role


The role offers a competitive salary, comprehensive benefits, and other corporate perks. The team is committed to maintaining a culture of innovation, integrity, responsibility, and respect.


This client is an equal opportunity employer, and we invite all interested parties to apply. Accommodations are available on request for candidates taking part in all aspects of the selection process.


Location requirements: All applicants must be located in Ottawa, Ontario and be able to work in the downtown Ottawa office a few days per week.