Executive Assistant

3 weeks ago

Ottawa, Ontario, Canada Altis Recruitment Full time

Our client, a boutique financial services firm, is seeking an Executive Assistant to join their team in Ottawa.

This full-time, permanent on-site role offers the opportunity to work closely with senior leadership, overseeing calendar management, coordinating meetings, handling correspondence, and ensuring seamless day-to-day office operations

If you have 2+ years of experience as an executive or administrative assistant, a strong eye for detail, exceptional verbal and written communication skills, and thrive in fast-paced and dynamic environments, we want to hear from you

Responsibilities:

  • Manage daily office operations, serving as a key liaison between departments, clients, external organizations, and associations.
  • Serve as a primary point of contact for incoming and outgoing executive correspondence, ensuring prompt and professional responses that uphold the firm's high standards of service.
  • Coordinate executive calendars with precision, scheduling meetings, appointments, and engagements while proactively identifying conflicts and ensuring smooth scheduling.
  • Organize and facilitate meetings, including agenda preparation, note-taking, and logistical arrangements.
  • Oversee the preparation, coordination, and timely submission of summary briefs and reports.
  • Support the management and submission of financial documentation, including invoices, reports, and contracts.

Qualifications:

  • 2+ years of experience as an executive or administrative assistant in a fast-paced organization.
  • Proven ability to provide dedicated support to a senior executive while seamlessly assisting other team members as needed.
  • Exceptional verbal and written communication skills, with strong drafting, editing, and proofreading expertise.
  • Highly proactive, organized, and detail-oriented, with a resourceful mindset and the ability to prioritize competing demands in a dynamic environment.
  • Bilingualism in English and French is an asset.

We're an equal opportunity employer committed to increasing diversity and inclusion in today's workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Minorities, women, LGBTQ candidates, and individuals with disabilities are encouraged to apply. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.

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