Executive Assistant

7 days ago

Ottawa, Ontario, Canada Polytechnics Canada Full time $70,000 - $75,000 per year

Executive Assistant & Office Coordinator (Maternity Leave Coverage)

Polytechnics Canada is the voice of leading research-intensive, publicly supported polytechnics and institutes of technology. On their behalf, we advocate for federal action related to innovation and skills.

Polytechnic education is technical, hands-on and applied. Polytechnic institutions allow students to learn alongside industry professionals, to industry standards, using industry equipment. The result is a talent pipeline that is highly employable and prepared to hit the ground running. Businesses and organizations partner with polytechnics to solve their challenges through applied research.

The Polytechnics Canada team is a small group of dedicated and enthusiastic professionals working in a fast-paced office environment. We are seeking a motivated team player who, like us, has high standards for quality work, is able to multi-task and has a great sense of humour.

Position:

We are looking for a proactive and highly organized Executive Assistant & Office Coordinator to oversee daily office operations and ensure a smooth, efficient and well-run work environment. The Executive Assistant & Office Coordinator will play a key role in maintaining administrative systems, managing office resources and supporting the CEO.

Qualifications & Attributes:

  • Post-secondary degree or diploma in a related field of study
  • At least two years of experience as an office manager, administrative manager, executive assistant or similar role
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Dynamics 365
  • Awareness with QuickBooks Online
  • Ability to handle sensitive information with discretion
  • Experience managing projects and events
  • Ability to prepare professional and timely email correspondences and communications
  • Strong organizational and time management skills
  • Effective interpersonal and communication skills
  • Detail-oriented
  • Positive attitude and problem-solving mindset
  • Ability to work independently and as part of a team with minimal supervision

Key Areas of Responsibility:

  • Manage all aspects of day-to-day office operations, including facilities, supplies, equipment and vendors
  • Serve as the first point of contact for incoming calls, mail and visitors
  • Manage the CEO's calendar
  • Manage invoices, bank accounts, credit cards and staff expenses
  • Support accountants with monthly financial reconciliations, vendor payments, tax filings and year-end audit
  • Organize meetings (internal and external) and travel logistics
  • Help coordinate events, including annual conference, advocacy events and working group meetings
  • Maintain CRM database, serving as the organization's CRM administrator
  • Offer support related to organizational governance
  • Maintain office filing systems, both physical and digital
  • Assist with onboarding new hires and updating employee records
  • Coordinate office maintenance and repairs
  • Identify and drive process improvements and operational efficiencies
  • Ensure compliance with health, safety and security protocols

Job Type:

  • Full-time

Pay:

  • $70,000 - $75,000

Benefits:

  • Dental care
  • Extended health care
  • Paid time off
  • RRSP match
  • Vision care

Schedule:

  • Monday to Friday
  • In-person

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