Executive Assistant

4 weeks ago

Ottawa, Ontario, Canada Ontario - Ottawa Full time
Job Description:

The Executive Assistant provides administrative and program support to the Vice President, Real Estate and Vice President, Acquisitions & Business Development. This role involves coordinating, scheduling, and organizing meetings and conferences with various stakeholders, including CLC employees, senior officials, government representatives, clients, consultants, and other third parties.

Key Responsibilities:

- Coordinate and schedule meetings and conferences, ensuring timely and efficient communication with all parties involved.
- Screen requests and identify issues to determine priority, screen phone calls, and read, screen, and rank incoming electronic and hard copy mail.
- Provide initial responses to routine public inquiries and refer such inquiries to appropriate CLC staff for further response or action.
- Maintain the Vice President's calendar and contact lists, adjusting the schedule as needed to accommodate shifting priorities and potential problems.
- Brief the Vice President before appointments or meetings, providing relevant background information from computer systems and/or files.
- Prepare and send correspondence, support the preparation and circulation of memoranda, minutes, reports, agendas, and presentations.
- Ensure consistency and compliant formatting for Board reports and PowerPoints.
- Make travel and accommodation arrangements for the Vice President's office and prepare employee reimbursement and personal expense claims.
- Serve as an administrative liaison between the Vice President and the Executive team, other CLC real estate offices, CN Tower, and administrative units.
- Assist with various corporate communications and public relations functions.
- Perform the role of Records Management champion and liaison, fulfilling the records management function related to Vice President files, both digital and paper format.
- Verify overhead expenses, prepare payment vouchers, balance overhead costs at month-end, and investigate queries on outstanding invoices.
- Establish and maintain a network of support staff across the Regions to ensure effective administrative policies and procedures in support of the Vice President's operations.
- Greet visitors to the Vice President in a helpful, professional, and pleasant manner.

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 the use of 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 workloads. 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.

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