Executive Assistant

2 weeks ago

Ottawa ON KN A, Canada Paravel Construction Full time

Job Summary

We are seeking a dynamic and highly organized Executive Assistant to provide comprehensive support to our leadership team. This energetic professional will streamline daily operations, manage complex calendars, coordinate projects, and handle a variety of administrative tasks with precision and enthusiasm. The ideal candidate is proactive, detail-oriented, and excels at multitasking in a fast-paced environment. Join us to play a vital role in enhancing executive productivity while enjoying a collaborative and supportive workplace culture.

Duties

  • Manage and maintain detailed calendars using tools such as Microsoft Outlook Calendar and Google Workspace, ensuring all appointments, meetings, and deadlines are accurately scheduled and prioritized.
  • Coordinate and organize meetings, including preparing agendas, booking venues or virtual platforms, and distributing necessary materials.
  • Handle correspondence via email, phone calls, and written communication with professionalism and courtesy, demonstrating excellent phone etiquette.
  • Assist with event planning for company functions, conferences, or team-building activities from inception to execution.
  • Support bookkeeping tasks using QuickBooks for expense tracking, invoicing, and financial record-keeping.
  • Perform data entry, file management, and document proofreading to ensure accuracy across all administrative records.
  • Provide personal assistance to executives by managing travel arrangements, drafting reports or transcriptions, and handling confidential information discreetly.
  • Oversee office management duties including supply inventory, front desk responsibilities, filing systems, and maintaining a welcoming environment for visitors.
  • Utilize office software such as Microsoft Office Suite (Word, Excel), Google Workspace applications, and DocuSign for document signing and management.
  • Support project coordination efforts by tracking deadlines, preparing reports, and liaising with team members to ensure seamless workflow.

Skills

  • Exceptional organizational skills with the ability to prioritize tasks efficiently in a busy setting.
  • Strong proficiency in Microsoft Office (Word, Excel), Google Workspace (Docs, Sheets), and office management software.
  • Excellent typing speed combined with transcription skills for accurate note-taking and documentation.
  • Proven experience in executive administrative support or personal assistant roles with a focus on calendar management and office coordination.
  • Skilled in event planning from logistics to execution ensuring successful company functions.
  • Knowledge of bookkeeping tools like QuickBooks for financial record-keeping and invoicing processes.
  • Effective communication skills demonstrating professional phone etiquette and customer service excellence.
  • Detail-oriented proofreading skills to ensure error-free documents and correspondence.
  • Familiarity with data entry procedures, filing systems (physical or digital), and clerical tasks essential for smooth operations.
  • Computer literacy across various platforms including Microsoft Office Suite, Google Workspace applications, Office experience in front desk roles, and familiarity with electronic signature tools like DocuSign. Join us as an Executive Assistant to empower our leadership team through energetic support that drives organizational success

Role can be part time 20 hours or full time 37.5 hours per week depending on applicant.

Job Types: Full-time, Part-time

Pay: $25,000.00-$52,000.00 per year

Expected hours: 20 per week

Work Location: In person

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