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Executive Assistant

2 months ago

Ottawa, Ontario, Canada Canada Lands Company Full time
Job Summary

The Executive Assistant provides high-level administrative support to the Vice President, Real Estate and Vice President, Acquisitions & Business Development. This role requires exceptional organizational skills, attention to detail, and the ability to work in a fast-paced environment.

Key Responsibilities
  • Coordinate and schedule meetings, conferences, and events with internal and external stakeholders.
  • Manage calendars, contact lists, and schedules for the Vice President's office.
  • Screen and prioritize requests, phone calls, and emails, and provide initial responses to routine inquiries.
  • Provide administrative and secretarial support, including logistics, hospitality, and IT support.
  • Prepare and send correspondence, reports, and presentations, and ensure consistency in formatting.
  • Make travel and accommodation arrangements, and prepare employee reimbursement and personal expense claims.
  • Serve as a liaison between the Vice President's office and other departments, including accounting, communications, human resources, and IT.
  • Assist with corporate communications and public relations functions.
  • Perform records management duties, including verifying overhead expenses and preparing payment vouchers.
  • Establish and maintain a network of support staff across the Regions to ensure effective administrative policies and procedures.
Qualifications
  • Minimum high school diploma required, with a preference for post-secondary education.
  • Minimum of one to three years of experience in executive office administration required.
  • Experience in client relations, customer service, and basic public relations required.
  • Financial training and/or education, an asset.
  • Proficiency with standard office software, including Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, and Teams.
Working Conditions

Able to work under pressure to meet tight deadlines, conflicting demands, frequent interruptions, and heavy work loads. Working in an office environment. Light to infrequently moderate physical effort; requires handling of light and moderate weight objects including office equipment and other office supplies.