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2 results for Administrative Assistant in Kanata, ON
- Ottawa, ON
- remote
- Permanent
- 71000.00 - 87000.00 CAD / Yearly
- <p><strong>We are partnering with an excellent Non for Profit organization that's looking to add a Bilingual Executive Assistant supporting a VP. This is a full-time/permanent role.</strong></p><p><br></p><p><strong>Advantages:</strong></p><p>-Competitive salary (71-87K)</p><p>-Full benefits + pension</p><p>-4 weeks vacation + sick, personal and appointment days</p><p>-Closed between Christmas - NYE</p><p>-Hybrid (2 days on site/weekly) + flex hours</p><p>-Excellent culture</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Provides senior-level administrative and operational support to an Executive and their Division, helping manage daily operations, priorities, and workflow.</li><li>Oversees the Division�s administrative functions, maintains consistent office procedures, and manages filing, inventory, mailing, database, and correspondence tracking systems.</li><li>Reviews incoming and outgoing correspondence, reroutes and tracks items as needed, develops templates and tools, gathers research and statistical information, and ensures timely follow-up on assignments, reports, and projects.</li><li>Handles highly confidential corporate, financial, and human resources information with discretion, professionalism, tact, and diplomacy.</li><li>Acts as coordinator and secretary for committees and working groups by arranging logistics, preparing agendas, recording and distributing minutes, and ensuring decisions and action items are followed up on promptly.</li><li>Supports recurring meetings, calendars, workplans, hospitality, events, and reception of guests, and may assist with local, national, and international event participation.</li><li>Drafts, reviews, edits, and coordinates documents for the Executive, including correspondence, reports, service contracts, speeches, briefing materials, forms, and minutes.</li><li>Checks documents for completeness, grammar, style, formatting, and accuracy; coordinates translation and proofreading; prepares bilingual materials in English and/or French as required; and may translate short documents.</li><li>Liaises on behalf of the Executive with senior internal contacts, member institutions, government representatives, outside organizations, and other stakeholders to obtain information, support decisions, and advance divisional objectives.</li><li>Screens requests and invitations, gathers background information for meetings and events, and ensures stakeholders receive the information needed to support strategic and operational goals.</li><li>Manages the Executive�s schedule by coordinating meetings, conference calls, and appointments, adjusting priorities as needed, and monitoring divisional deadlines and deliverables.</li><li>Advises employees on travel policies, arranges travel, prepares travel advances, reviews and processes travel claims, and submits expenditures to Finance.</li><li>Monitors budgets, prepares financial and activity reports, reviews expenses and invoices, assists with monthly financial statement corrections, and helps apply financial policies and guidelines within the Division.</li><li>Supports human resources and labour relations processes by coordinating with HR on job descriptions, staffing, classification, pay, benefits, disciplinary matters, salary actions, and performance appraisals, ensuring approvals and follow-up are completed.</li></ul>
- 2026-11-07T00:00:00Z
- Ottawa, ON
- remote
- Temporary
- 22.16 - 25.66 CAD / Hourly
- We are looking for a detail-oriented Receptionist to support day-to-day front desk operations for an Information Technology environment in Ottawa, Ontario. This Contract position is ideal for someone with strong communication abilities, sound judgement, and a highly organized approach to administrative support. The successful candidate will create a welcoming first impression while managing calls, correspondence, scheduling, and general office coordination with accuracy and discretion.<br><br>Responsibilities:<br>• Welcome visitors, respond to general inquiries, and ensure the front desk operates in a courteous and efficient manner.<br>• Manage a multi-line phone system by directing incoming calls promptly and taking clear, accurate messages when required.<br>• Coordinate calendars and arrange appointments, meetings, and other scheduling requests to support daily business activities.<br>• Prepare, send, and monitor email communications while maintaining a high standard in all written correspondence.<br>• Enter and update information in internal records, spreadsheets, and administrative documents with a high level of accuracy.<br>• Maintain organized filing systems for physical and electronic documents so information can be retrieved quickly when needed.<br>• Provide administrative support using Microsoft Word, Excel, and Outlook to assist with reports, tracking, and routine office tasks.<br>• Collaborate with internal staff and external contacts to help ensure smooth communication and a positive service experience.
- 2026-11-07T00:00:00Z