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Executive Assistant

2 months ago

Ottawa, Ontario, Canada Adecco Canada Full time
Executive Assistant (Bilingual) Job Description

Adecco Canada is currently recruiting for an Executive Assistant (Bilingual) for a permanent full-time opportunity. This role is with our public sector client based in Ottawa, ON.

Key Responsibilities:
  • Email and Correspondence Management: Manage and oversee incoming and outgoing emails, mail, calls, and depending on content, respond/redirect on behalf of the Director & CEO.
  • Inquiry Assessment and Response: Assess inquiries directed to the Director & CEO's office, determine the appropriate course of action, and either address the inquiry directly or delegate to the appropriate individual to respond.
  • Research and Analysis: Analyze requests originating from artists either directly, through their embassies or by others in an effort to promote or influence exhibits that are received in the Director & CEO's office; redirect the requests and/or provide background in advance of what the visibility of the artists/collections is at the Gallery.
  • Calendar Management: Manage the Director & CEO's calendar to maximize the most effective use of their time, which requires reviewing, and analyzing incoming information to assess priority project scheduling and determine implications to the Director & CEO's calendar.
  • Meeting Coordination: Provide support for various meetings, organizing logistics, creating agendas, ensuring the preparation and distribution of all relevant documents prior to the meeting, and ensuring the follow up of decisions on behalf of the Director & CEO.
  • Travel Coordination: Oversee the coordination of all domestic and international travel for the Director & CEO, ensuring completion of travel documentation, such as visa or inoculation requirements and, as required, contacts appropriate government agencies to obtain information/requirements.
  • Financial Management: Coordinate the budget for the Directorate by processing invoices, reconciling credit card statements, reviewing variance reports and disclosure reports and other financial tasks.
  • Record Keeping: Ensure the handling, safekeeping and archiving of the Directorate Office records, working files and materials, including financial, Board and Foundation documents.
  • Stakeholder Management: Maintain up-to-date contact information of key stakeholders, government officials, VIPs, VVIPs, etc., for the Director & CEO.
  • Personal Support: Provide (personal) support to the Director & CEO, as needed.
Requirements:
  • Language Proficiency: Must be fluent in French and English (writing, reading, speaking).
  • Travel Knowledge: Knowledge of the National Joint Council Travel Directive is a preferred asset.
  • Administrative Experience: Experience providing administrative and communications support at the executive level; minimum 10 years' experience.
  • Team Management: Ability to motivate and engage a team, foster good team relationships.
  • Calendar Management: Exceptional and effective complex calendar management skills.
  • Financial Knowledge: Knowledge of financial policies and procedures to exercise proper purchasing authority as indicated in the delegation of signing authorities.
  • Analytical Skills: Analytical and numerical skills to maintain an accurate operational budget, review and advise on financial resources as they relate to the delivery of objectives.

Please submit your resume as soon as possible by clicking on the 'Apply with Adecco' button.