Administrative Assistant Jobs in Kanata, ON

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Executive Assistant

Ottawa, ON
remote
Permanent
71000.00 - 87000.00 CAD / Yearly
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. Advantages:-Competitive salary (71-87K)-Full benefits + pension-4 weeks vacation + sick, personal and appointment days-Closed between Christmas - NYE-Hybrid (2 days on site/weekly) + flex hours-Excellent culture Responsibilities:<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

Receptionist

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. Responsibilities: • Welcome visitors, respond to general inquiries, and ensure the front desk operates in a courteous and efficient manner. • Manage a multi-line phone system by directing incoming calls promptly and taking clear, accurate messages when required. • Coordinate calendars and arrange appointments, meetings, and other scheduling requests to support daily business activities. • Prepare, send, and monitor email communications while maintaining a high standard in all written correspondence. • Enter and update information in internal records, spreadsheets, and administrative documents with a high level of accuracy. • Maintain organized filing systems for physical and electronic documents so information can be retrieved quickly when needed. • Provide administrative support using Microsoft Word, Excel, and Outlook to assist with reports, tracking, and routine office tasks. • Collaborate with internal staff and external contacts to help ensure smooth communication and a positive service experience.
2026-11-07T00:00:00Z

2 results for Administrative Assistant in Kanata, ON