Administrative Assistant

6 days ago


Ottawa, Ontario, Canada PAA Advisory Full time
Job Summary
PAA Advisory | Conseils is seeking an experienced Administrative Assistant to support our Senior Operations Manager in various administrative, coordination, and operational tasks. This role will provide valuable experience in a fast-paced environment and contribute to the smooth functioning of our team.

Key Responsibilities:
  • Assist in scheduling and calendar management for our Managing Partner;
  • Act as the first point of contact for visitors and deliveries, directing them to the appropriate personnel or office;
  • Manage and distribute incoming mail and deliveries;
  • Assist in organizing meetings, company/client events, conference room bookings, and office space coordination;
  • Help maintain office supplies, equipment, and furniture, ensuring proper inventory levels;
  • Track and maintain accurate financial records for office expenses and costs;
  • Draft and design presentation materials using Microsoft Word, PowerPoint, Canva, Adobe, and other tools;
  • Update and manage data in Excel and other administrative software;
  • Contribute to weekly administration and operations meetings, and summarize meeting notes for internal distribution;
  • Coordinate with external partners to resolve technical issues when necessary;
  • Maintain a clean, organized, and well-stocked office, including common areas and boardrooms;
  • Assist in managing the organization's website and social media platforms;

Requirements & Skills:
  • Graduate of a bachelor's or diploma program in Office Administration, Business Administration, or a related field.
  • Minimum of 2 years of experience in an administrative role (e.g., office assistant, receptionist, secretary).
  • Exceptional communication and interpersonal skills.
  • Strong reliability and punctuality.
  • Excellent organizational skills and the ability to solve problems independently.
  • Self-starter with the ability to work proactively.
  • Fluent in English, both written and spoken.
  • Ability to anticipate and address the needs of clients and colleagues.
  • Proficient in Microsoft Office 365, Windows, and other standard software applications.
  • Familiarity with office management procedures and basic administrative principles.
  • Functional knowledge of French is a strong asset.
  • Design experience with Canva is a plus.


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