Executive Assistant, Executive Office

Posting Date: December 2, 2025

Location: 55 Metcalfe Street, Suite 300, Ottawa, Ontario

Job Type: Permanent Full-Time

Application Submission Date: December 23, 2025

Salary Range: $54235 to $67827

About us

Engineers Canada exists to provide national support and leadership on behalf of the engineering regulators in Canada to promote and maintain the integrity, honor, and interests of the profession.

We foster a work environment that challenges and empowers employees, promotes learning, teamwork, and innovation, and recognizes achievement. Employees aspire to a high-performance culture that is focused on results and represents the combination of collaboration and clear direction with scope for autonomy.

We need great people, creative ideas, and effective management of our resources. We require committed individuals who can exercise leadership at all levels in the organization. Come and join our team

About the role

The Executive Assistant reports to the Chief Executive Officer and provides a high level of support to the Senior Leadership Team as well as the part-time President. The Executive Assistant plays a key role in establishing and maintaining an administrative infrastructure that facilitates the activities of a diverse team of professionals.

The Executive Assistant will be assigned various complex tasks to support the management team. In addition, the Executive Assistant acts as the coordinator for various committees and working groups and is required to arrange logistics, prepare, and distribute agendas and minutes.

The incumbent liaises at all levels with staff, volunteers, the engineering regulators, and government and takes initiative in solving problems and maintaining strong working relationships within the parameters of the position.

The Executive Assistant has access to sensitive information, and must ensure a high degree of confidentiality, integrity, and loyalty.

Key Responsibilities

• Provides a variety of administrative tasks to the Executive Office Team as well as the part-time President.
• Manages and coordinates the CEO's calendar, travel arrangements, and correspondence with discretion and professionalism
• Coordinates and organizes meetings for various team members.
• Review and assess general contracts to ensure compliance with organizational standards and support decision-making.
• Provide financial budgeting support to the CEO, including monitoring expenditures, preparing forecasts, and assisting with budget planning.
• Prepare detailed reports, charts, and presentations for the Board and Executive Committees, ensuring clarity and accuracy.
• Manages and coordinates webinars, agendas, and minutes for a variety of committees.
• Assists in the preparation of documentation and follow up of action items.
• Reviews and formats various written material prepared by others to ensure accuracy.
• Coordinates registrations related to meetings and conferences and processes expense claims.
• In the Executive Office Team's absence, responds to urgent requests either directly or by referring the matter to the appropriate individual.
• Assists with the maintenance of policies and procedures, documents, files, databases, and systems.

Education and Experience Requirements

Education

• Graduate from a recognized University in business administration or relevant field, or an equivalent combination of education and experience.

Experience

• A minimum of five (5) years' experience providing senior-level administrative support,
• Demonstrated proficiency in office and administrative skills.
• Experience in contract review and assessment.
• Demonstrated ability to support financial planning and budgeting processes.
• Demonstrated ability to support legal office
• Proficiency in preparing executive-level reports and visual presentations for governance bodies.

Key Competencies

• Capacity to work under pressure with attention to detail. Must be able to simultaneously address numerous tasks and priorities.
• Ability to demonstrate tact, diplomacy.
• Demonstrated ability to be creative and innovative when problem solving.
• Proficient in the use of Project Management principles, practices, and tools with a track record of delivering projects on time and on budget.
• Experience working with the wide diversity of cultures within staff, volunteers, clients, and the community in general.
• Strong organizational, interpersonal, communication, problem-solving and time management skills.

Desirable

• Proficient in the use of Microsoft Office 365 Business, SharePoint, and Microsoft Teams.

Language

• Proficiency in English and French is required.

About our working conditions

This is a full-time, permanent position that is based out of our Ottawa head office.

There is a requirement to work a minimum of (3) three days/week in the office for the first (3) three months of employment. Hybrid work arrangements may be considered following the onboarding period, subject to management approval.

There is a requirement to occasionally work weekends and evenings. This position may require occasional travel within Canada.

About our hiring practices

Engineers Canada is committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, or age. Please advise us if you require special accommodation. Upon request, accommodations due to a disability are available throughout the selection process.

About our benefits

A National Capital Regions Top Employer since 2017, Engineers Canada provides a generous compensation and benefits program.

• Company events
• Flexible hours
• Extended Health care
• Dental care
• Vision care
• Employee Assistance Program
• Life insurance
• Disability insurance
• Employer Matching Pension
• Professional Development

How to apply

Please click on Apply to submit a cover letter and resume, by December 23, 2025. If you have any difficulties with your online application, please contact us at

Please note that the personal information collected as a part of your application will be used to process your candidacy for employment. If you are the successful candidate, the information will form part of your employment record at Engineers Canada. If your application is not successful, the information will be retained for 3 years and then destroyed in accordance with Engineers Canada's Privacy Policy. To access Engineers Canada's Privacy Policy, click here. Engineers Canada is not responsible for fees related to unsolicited resumes received from recruitment agencies.