Addressing general inquiries and requests from internal and external stakeholders and members by answering, screening, and routing calls appropriately, handling routine queries, redirecting complex ones to the relevant Legal Counsel, and ensuring follow-up to confirm all queries are resolved. Providing executive-level support to the General Counsel by spearheading strategic initiatives, managing critical projects and files (including tracking timelines, workflows, action items, and task delegation), preparing materials, escalating issues, and delegating responsibilities as needed. Organizing and prioritizing workflows for the General Counsel, including managing their schedule, monitoring communications, and determining access based on organizational priorities and urgency. Arranging meeting logistics, ensuring all related materials and documents are prepared and ready well in advance, allowing the executive adequate preparation time. Assisting Legal Counsel with litigation, employment law, and incorporation matters by drafting and revising contracts, correspondence, and legal documentation, transcribing records, tracking deadlines for filings or claims, and maintaining well-organized legal files and records. Offering administrative support for designated committees, which includes drafting meeting agendas, preparing presentations and other documents to align with organizational standards, attending meetings as needed, preparing accurate draft minutes for review, following up on action items, and archiving approved minutes appropriately. Collaborating with fellow Executive Assistants to ensure consistent adherence to organizational workflows and policies.
<p>We are looking for a detail-oriented Assistant Controller to join our team in Ayr, Ontario. In this role, you will oversee critical accounting functions, manage project finances, and contribute to process optimization. This is an excellent opportunity to work in a dynamic environment with a diverse range of projects and responsibilities.</p><p><br></p><p>Responsibilities:</p><p>• Manage all monthly financial close activities, ensuring accuracy and timeliness </p><p>• Oversee project accounting for multiple active projects </p><p>• Develop and maintain 13-week cash flow forecasts, and assist in treasury functions such as leases, bonding, and equipment loan negotiations.</p><p>• Handle province-wide job agreements, including managing union remittances and addressing payroll complexities.</p><p>• Administer holdbacks and lien processes to ensure compliance with contractual and legal requirements.</p><p>• Lead and execute process improvement initiatives to enhance efficiency and accuracy within the accounting department.</p><p>• Support the integration of accounting information into the Eclipse system, ensuring consistency and completeness.</p><p>• Collaborate with auditors during year-end processes to facilitate accurate and efficient reporting.</p><p>• Coordinate financial activities across multiple entities, including operating companies and holding companies.</p>
<p>Notre client, un cabinet juridique national en expansion, est à la recherche d'un adjoint juridique pour se joindre à son équipe de Montréal. Sous la supervision du Responsable des services de soutien, l'adjoint juridique aura la principale responsabilité de soutenir deux avocats se spécialisant dans le droit autochtone et de travailler avec le parajuriste afin d'assurer le bon fonctionnement de l'organisation.</p><p><br></p><p>Reponsabilités:</p><ul><li>Gérer les calendriers et planifier les rendez-vous à l’aide d’Outlook et d’outils de planification.</li><li>Maintenir des systèmes de rappel électroniques et physiques pour le suivi des tâches.</li><li>Effectuer les rapprochements mensuels des dépenses pour les avocats assignés.</li><li>Soutenir les dossiers de litige, de négociation et de réglementation, y compris la préparation de documents.</li><li>Organiser les systèmes de classement électroniques et papier; gérer l’ouverture, la mise à jour et la fermeture des dossiers.</li><li>Rédiger, réviser et mettre en forme des correspondances, notes de service, rapports et documents juridiques.</li><li>Coordonner les réunions, y compris les documents, la restauration et la logistique.</li><li>Gérer les dossiers clients, actes de procédure, registres et rapports pour en assurer l’organisation et l’accessibilité.</li><li>Aider à la préparation et à l’organisation de preuves pour des affaires complexes.</li><li>Planifier les audiences et coordonner avec les greffes des tribunaux.</li><li>Interpréter les règles de procédure de plusieurs juridictions.</li><li>Déposer et signifier des documents judiciaires.</li><li>Numériser, photocopier et gérer les documents nécessaires.</li><li>Organiser et coordonner les déplacements professionnels.</li><li>Assurer l’accueil : recevoir les visiteurs, répondre au téléphone et prendre les messages.</li><li>Trier et distribuer le courrier et les colis.</li><li>Gérer les opérations quotidiennes du bureau, l’installation et le rangement.</li><li>Installer et tester l’équipement audiovisuel pour les réunions.</li><li>Gérer les fournitures de bureau et les stocks.</li><li>Maintenir la propreté du bureau, faire le café, remplir les stocks, utiliser le lave-vaisselle et nettoyer au besoin.</li><li>Effectuer d'autres tâches administratives au besoin pour soutenir l’équipe</li></ul>
<p><br></p><p>Are you a highly organized and proactive professional with a passion for supporting executive leadership? Robert Half is seeking a dynamic Executive Assistant to provide top-tier administrative support to senior management with one of our well respected clients. In this vital role, you will act as the backbone of a fast-paced environment, managing complex schedules, coordinating high-level meetings, and handling sensitive information with discretion and professionalism. If you're driven by excellence and thrive in a collaborative setting, this is your opportunity to shine and make a meaningful impact. Join us and be a key contributor to the success of our executive team!</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage and coordinate a busy calendar, including scheduling meetings, appointments, and travel</li><li>Prepare and submit accurate expense reports in a timely manner</li><li>Create and edit high-quality PowerPoint presentations and internal documents</li><li>Organize meeting logistics, agendas, and follow-ups</li><li>Screen and prioritize emails, calls, and requests</li><li>Support special projects and provide ad-hoc administrative assistance as required</li></ul><p><strong>What We’re Looking For:</strong></p><ul><li>10+ years of experience as an Executive Assistant or similar administrative role</li><li>Prior experience in Real Estate or Legal industry is preferred</li><li>Strong proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word)</li><li>Excellent organizational skills with high attention to detail</li><li>Ability to manage multiple priorities in a fast-paced environment</li><li>Post secondary education in Business Administration or a related field</li></ul>
<p> We are seeking a professional and reliable Administrative Assistant to join our team in a legal office environment in Milton, Ontario. In this role, you will handle a variety of administrative tasks, ensuring smooth office operations and providing essential support to the team. This position is ideal for someone who thrives in a dynamic office environment and is eager to showcase their organizational skills.</p><p><br></p><p>Responsibilities:</p><p>• Manage daily office operations, including supplies inventory and maintaining cleanliness.</p><p>• Perform accurate data entry to support business processes.</p><p>• Organize and manage calendars, ensuring timely scheduling of appointments and meetings.</p><p>• Handle inbound and outbound calls professionally, providing excellent customer service.</p><p>• Respond to and manage email correspondence effectively.</p><p>• Utilize software tools such as QuickBooks, Microsoft Excel, Word, Outlook, and PowerPoint to complete tasks efficiently.</p><p>• Coordinate office management tasks, including ordering toiletries and coffee supplies.</p><p>• Assist with Cleo management and other specific systems as required.</p><p>• Demonstrate independence in problem-solving and decision-making.</p><p>• Provide support for general administrative tasks as needed.</p>
<p><strong>Job Title:</strong> Legal & HR Operations Specialist</p><p><strong>Position Overview</strong></p><p> We are seeking a highly organized and detail-oriented professional to provide operational support across both Legal and Human Resources functions. This unique hybrid role bridges corporate governance, legal administration, and HR operations, requiring someone who thrives in a fast-paced, evolving business environment. The ideal candidate is proactive, adaptable, and able to manage sensitive information with the utmost discretion.</p><p><strong>Key Responsibilities</strong></p><p><em>Legal Operations & Governance</em></p><ul><li>Partner with senior leadership on legal and governance matters, ensuring compliance and efficient workflows.</li><li>Maintain corporate records and documentation in line with internal and regulatory standards.</li><li>Oversee the contract lifecycle, including drafting, reviewing, tracking approvals, renewals, and e-signature processes.</li><li>Support preparation and coordination of board and committee meetings, including agendas, minutes, resolutions, and portal administration.</li><li>Assist with regulatory filings, legal research, and due diligence efforts related to business initiatives.</li><li>Track legal matters, invoices, and deadlines to ensure efficient operations.</li><li>Provide general legal administrative support, including document editing and proofreading.</li></ul><p><em>Human Resources Operations</em></p><ul><li>Administer HR systems and processes, supporting the full employee lifecycle from onboarding to offboarding.</li><li>Prepare and maintain HR documentation, including agreements, amendments, and compliance-related materials.</li><li>Support administration of employee equity programs and consultant agreements.</li><li>Coordinate policy acknowledgments, training compliance, and performance review cycles.</li><li>Maintain organized HR records and assist with HR surveys and process improvements.</li></ul><p><br></p>
<p>Are you a highly organized and proactive professional looking to support executive leadership in a dynamic and fast-paced environment? We are seeking an Executive Assistant to provide strategic administrative support to the CEO and offer baseline assistance to other members of the Executive Leadership Team (ELT). This hybrid position, based in Richmond, BC, acts as a central coordination hub and plays a critical role in driving efficiency and effectiveness within the leadership team.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><p>• Provide proactive, confidential administrative support to the CEO, including calendar management, interfacing with Board members, scheduling meetings, coordinating travel, and preparing correspondence.</p><p>• Offer administrative assistance to other ELT members as needed, including managing calendars, coordinating travel, and processing expense reports.</p><p>• Serve as a liaison between the Executive Team and internal/external stakeholders to ensure seamless communication and workflow.</p><p>• Manage planning, logistics, and scheduling for Board of Directors meetings, ensuring events run smoothly.</p><p>• Prepare and coordinate materials for meetings, such as agendas, presentations, and minutes, demonstrating a high degree of accuracy and professionalism.</p><p>• Anticipate executive needs and proactively resolve logistical and scheduling challenges.</p><p>• Handle sensitive and confidential information discreetly and professionally.</p><p>• Support the planning and execution of off-sites, leadership meetings, and corporate events.</p><p>• Provide backup administrative support to other team members when required.</p>
<p>We are seeking a highly organized and motivated individual to join our team as an Administrative Assistant for a busy commercial real estate brokerage. This is a multi-faceted, hands-on in-office position that will support the Office Manager with overseeing daily operations while ensuring seamless administrative processes.</p><p>Key Responsibilities</p><p><br></p><ul><li>Support day-to-day administrative tasks, completing all responsibilities with accuracy and attention to detail.</li><li>Creation and maintenance of project files</li><li>Assist in MLS broker loading, website maintenance, and marketing administration tasks as directed.</li><li>Maintain office supplies inventory and ensure adequate materials for efficient operations.</li><li>Provide support for social media coordination under the direction of the Marketing Administrator.</li><li>Help organize office events such as quarterly lunch-and-learn sessions and social functions.</li><li>Manage signage orders and maintain accurate office files and record-keeping systems.</li></ul><p><br></p><p><br></p>
<p>Our client is looking for a detail-oriented and bilingual Administrative Assistant to join their team on a long-term contract basis in Ottawa, Ontario. This part-time role is ideal for someone with a strong background in administrative support and experience in unionized work environments. The successful candidate will play a key role in ensuring smooth office operations through effective scheduling, communication, and organizational skills.</p><p><br></p><p><strong>Responsibilities:</strong></p><p>• Manage and coordinate schedules, including organizing meetings, conferences, and travel arrangements.</p><p>• Handle sensitive grievance-related documentation and ensure accurate data entry into organizational systems.</p><p>• Provide prompt and attentive responses to inbound calls and email inquiries.</p><p>• Maintain and update records, ensuring all documentation is well-organized and easily accessible.</p><p>• Collaborate with team members to support office operations and address administrative needs.</p><p>• Assist in the preparation and formatting of documents using Microsoft Office Suite applications such as Word, Excel, PowerPoint, and Outlook.</p><p>• Schedule appointments and ensure timely communication with all stakeholders.</p><p>• Deliver exceptional customer service to internal and external contacts.</p><p>• Support the team by managing inbound and outbound calls as needed.</p>
<p>We are looking for a detail-oriented and bilingual Administrative Assistant to join our clients team in Ottawa, Ontario. This is a long-term contract position within a unionized environment, offering an exciting opportunity to contribute to organizational success. The ideal candidate will have strong multitasking abilities and be proficient in both English and French.</p><p><br></p><p><strong>Responsibilities:</strong></p><p>• Manage data entry tasks with accuracy, ensuring that all information is properly recorded and maintained.</p><p>• Coordinate and schedule meetings, conferences, and travel arrangements for team members.</p><p>• Provide exceptional customer service by handling inbound calls and responding to email correspondence in a timely manner.</p><p>• Support grievance processes by maintaining records and handling related documentation.</p><p>• Perform administrative tasks such as drafting documents and preparing presentations using Microsoft Office tools.</p><p>• Organize and maintain schedules, ensuring appointments and deadlines are met.</p><p>• Collaborate with team members to address inquiries and resolve issues effectively.</p><p>• Maintain confidentiality and ensure data security in all administrative activities.</p>
We are looking for a detail-focused Administrative Assistant to join our team in Burnaby, British Columbia. This is a long-term contract position, offering an excellent opportunity to contribute to a collaborative and casual office environment. In this role, you will play a vital part in supporting daily administrative functions and ensuring smooth operations within the organization.<br><br>Responsibilities:<br>• Perform general administrative tasks, including document filing and management.<br>• Handle reception duties, such as answering inbound calls and managing courier services.<br>• Draft and edit correspondence and letters with a high level of accuracy.<br>• Maintain and update calendars, ensuring schedules are well-organized.<br>• Assist in clerical tasks, including data entry and email correspondence.<br>• Utilize Microsoft Office tools (Word, Excel, Outlook, PowerPoint) to complete assignments.<br>• Coordinate and schedule appointments as needed.<br>• Collaborate with team members to support office operations and maintain a positive work environment.<br>• Provide personable and attentive customer service to internal and external stakeholders.<br>• Take initiative in identifying and executing tasks to improve efficiency within the office.
We are looking for a detail-oriented Administrative Assistant to join our team in Sherwood Park, Alberta. This long-term contract position offers an exciting opportunity to support administrative operations, manage reports, and coordinate schedules within a dynamic department. If you thrive in a fast-paced, collaborative environment and possess strong organizational skills, we encourage you to apply.<br><br>Responsibilities:<br>• Prepare and manage detailed reports, ensuring they meet organizational and county standards.<br>• Coordinate and manage calendars, scheduling meetings and ensuring timely communication of action items.<br>• Take and distribute meeting minutes, following up on action items as needed.<br>• Utilize SharePoint for document management and collaboration within the team.<br>• Handle expense reconciliation, assisting with purchasing tasks and maintaining accurate financial records.<br>• Collaborate with other administrative professionals and departments to ensure seamless operations.<br>• Create written content, including marketing materials and administrative write-ups.<br>• Maintain and update spreadsheets, ensuring data accuracy and usability.<br>• Use Microsoft Office tools such as Word, Excel, and PowerPoint for various administrative tasks.<br>• Support team meetings and contribute to a positive and efficient working environment.
We are looking for a highly experienced Senior Executive Assistant to provide exceptional support to executive leadership in a fast-paced environment. In this role, you will manage complex schedules, oversee travel arrangements, and ensure seamless coordination of high-level projects and events. Your organizational skills and ability to maintain confidentiality will be critical in helping the executive team focus on strategic priorities.<br><br>Responsibilities:<br>• Manage comprehensive travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries for both work-related and personal needs.<br>• Serve as the primary contact for meeting preparation, follow-ups, and ensuring all necessary materials are organized and distributed.<br>• Handle sensitive information and communications with the utmost confidentiality and professionalism.<br>• Support personal tasks such as scheduling medical appointments, coordinating private banking, and managing errands to optimize executive productivity.<br>• Safeguard and effectively prioritize the executive’s calendar to maximize time efficiency.<br>• Conduct in-depth research to assist in decision-making and provide actionable insights.<br>• Oversee corporate communications and the planning of company-wide events, ensuring alignment with organizational goals.<br>• Record, transcribe, and distribute meeting minutes, action items, and follow-up reports.<br>• Coordinate and troubleshoot logistics for meetings, events, and presentations, including booking venues, preparing agendas, and arranging catering.<br>• Review and proofread agreements and contracts to ensure accuracy and compliance with company standards.
<p>We are working with a top-tier global executive search and leadership advisory firm who is seeking an experienced Executive Assistant to support their Vancouver office. This role combines high-level administrative support with project coordination, client engagement, and communication responsibilities across confidential C-suite leadership mandates.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage complex calendars, client communications, and travel for a senior executive</li><li>Coordinate high-touch search projects and ensure deadlines, deliverables, and compliance are met</li><li>Liaise professionally with global clients and senior-level candidates</li><li>Create and edit confidential reports, presentations, and search materials</li><li>Collaborate with internal consultants, researchers, and a national EA team</li></ul>
<p>A leading not-for-profit organization in the arts and entertainment sector is seeking a highly organized and adaptable Executive Assistant & Governance Specialist to provide confidential support to the CEO and coordinate governance activities. This role is ideal for someone who thrives in a fast-paced environment, enjoys working with senior stakeholders, and has a passion for organizational excellence.</p><p><br></p><p>Key Responsibilities:</p><ul><li>Manage CEO’s complex calendar, priorities, and expense reconciliations.</li><li>Prepare agendas, minutes, and follow-up actions for board and committee meetings.</li><li>Coordinate governance activities, ensuring compliance with bylaws and policies.</li><li>Create polished presentations, slide decks, and reports.</li><li>Liaise with high-profile industry representatives with professionalism and discretion.</li><li>Provide occasional backup to program administration and assist with KPI/data tracking.</li></ul><p><br></p>
<p>Our extremely reputable and well-respected client is looking for a fluently bilingual Administrative Assistant to join their team on a long-term contract basis in Ottawa, Ontario. In this role, you will provide essential administrative support in a unionized environment, ensuring seamless operations and effective communication. </p><p><br></p><p><strong>Responsibilities:</strong></p><p>• Provide administrative support by managing schedules, organizing meetings, and arranging travel plans.</p><p>• Handle data entry tasks with accuracy, ensuring all information is properly maintained and updated.</p><p>• Coordinate and schedule conferences, meetings, and appointments to meet organizational needs.</p><p>• Respond to inbound inquiries via phone and email, delivering exceptional customer service.</p><p>• Assist with the preparation of documents using Microsoft Word, Excel, PowerPoint, and Outlook.</p><p>• Manage and track grievances within the unionized environment, maintaining confidentiality and professionalism.</p><p>• Facilitate communication between departments and external stakeholders as required.</p><p>• Ensure all records and files are organized and accessible when needed.</p><p>• Support the planning and execution of various administrative projects and initiatives.</p>
We are looking for a detail-oriented Administrative Assistant to join our team on a contract basis in Waterloo, Ontario. In this role, you will play a key part in ensuring the smooth operation of daily administrative and reception tasks. This position is ideal for someone with strong organizational skills, excellent communication abilities, and proficiency in Microsoft Office applications.<br><br>Responsibilities:<br>• Greet and assist visitors, ensuring a well-organized and welcoming reception area.<br>• Manage incoming and outgoing mail, courier services, and deliveries.<br>• Maintain office supplies by monitoring inventory and placing orders as needed.<br>• Coordinate and provide support for meetings, including scheduling and preparing materials.<br>• Handle general administrative tasks, including email correspondence and data entry.<br>• Respond to general inquiries received via the company inbox in a timely and efficient manner.<br>• Schedule and manage appointments for team members and leadership.<br>• Ensure all communications, both written and verbal, are clear and effective.
<p>Are you an organized and detail-oriented professional who thrives in a fast-paced environment? Our client in the <strong>construction industry</strong> is seeking an experienced <strong>Construction Administrative Assistant</strong> to join their team. This role is perfect for someone who enjoys supporting multiple stakeholders, managing documents, and keeping projects running smoothly.</p><p>Responsibilities:</p><ul><li>Coordinate and schedule meetings with clients and project teams (book boardrooms, arrange refreshments, prepare required materials).</li><li>Provide daily administrative support to the Construction and Property/Project Managers on tenders, bid analysis, and subcontract agreements.</li><li>Assist the Contract Accountant with contract preparation, invoicing, and related documentation.</li><li>Manage contract execution, subcontractor submissions, and digital archiving in SharePoint, Fieldwire, and other platforms.</li><li>Communicate with contractors, distribute Master Terms, and follow up on required documents.</li><li>Collect and track contractor safety paperwork (Certificates of Insurance, WSIB, Health & Safety policies, etc.).</li><li>Deliver professional front-line customer service while ensuring smooth day-to-day office operations</li></ul><p><br></p>
<p>Notre client, une firme de renom dans le domaine de la gestion et du recrutement exécutif, est à la recherche d'un assistant exécutif pour rejoindre son équipe de Montreal. En tant qu'assistant exécutif, vous jouerez un rôle dans le support administratif et dans la gestion de projet.</p><p><br></p><p>Responsabilités:</p><ul><li>Fournir un soutien administratif de haut niveau aux dirigeant(s), y compris la gestion des agendas, la planification des réunions et la coordination des déplacements.</li><li>Préparer et réviser la correspondance, les rapports, les présentations et autres documents.</li><li>Servir d’intermédiaire entre le(s) dirigeant(s) et les parties prenantes internes et externes.</li><li>Gérer les communications entrantes (e-mails, appels, courrier) et assurer une réponse et un suivi en temps opportun.</li><li>Organiser et coordonner la logistique des réunions, y compris la préparation des ordres du jour, la rédaction des comptes rendus et la distribution des documents.</li><li>Traiter les informations confidentielles et sensibles avec la plus grande discrétion.</li><li>Maintenir les systèmes de classement et s’assurer que les dossiers sont à jour et facilement accessibles.</li><li>Aider dans l’exécution de tâches personnelles et d'autres courses si nécessaire, en fonction des besoins du dirigeant.</li></ul>
<p>Our well-established business law firm client in downtown Vancouver is seeking a detail-oriented <strong>Corporate Paralegal</strong> to support its growing corporate/commercial practice. This role offers a mix of corporate records work and hands-on involvement in transactional files, including mergers and acquisitions, reorganizations, and governance matters.</p><p> </p><p><strong>This is a 14-month contract position with strong potential for a permanent role.</strong></p><p> </p><p><strong>Key Responsibilities:</strong></p><p><strong>Corporate Records Management</strong></p><ul><li>Maintain physical and digital corporate records (BC, federal, and extraprovincial)</li><li>Assist with the transition of records to digital minute books </li><li>Prepare corporate documents and filings using templates and precedents</li><li>Manage updates in the corporate records database</li><li>Coordinate outgoing record packages and couriers</li><li>Respond to email and telephone inquiries from clients and internal team members</li></ul><p><strong>Transactional Support</strong></p><ul><li>Support formation and governance matters for corporations, partnerships, and not-for-profits</li><li>Assist with documentation for M& A transactions, reorganizations, continuations, dissolutions, and joint ventures</li><li>Conduct due diligence reviews of minute books and public records</li><li>Prepare rectification resolutions and due diligence summaries</li><li>Perform BC Online and other registry searches</li><li>Review and format legal correspondence, agreements, and closing documents</li><li>Coordinate execution via DocuSign and assemble digital closing books (manually and through Closing Folders)</li><li>Provide assistance with large-scale transactions and firm-wide projects</li></ul><p><br></p>
<p>Our client is seeking a highly organized and adaptable Executive Assistant to support a senior executive. This role blends traditional executive support with administrative responsibilities for the broader team, making it an exciting opportunity for a detail-oriented professional who enjoys working in a dynamic environment.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Manage calendars, meetings, travel, and daily communications for the executive.</li><li>Act as a trusted liaison between the executive, team members, and external stakeholders.</li><li>Prepare and maintain documents, records, and correspondence.</li><li>Assist with planning and coordinating events, projects, and meetings.</li><li>Provide personal support including scheduling appointments and occasional errands.</li><li>Support administrative functions for the mortgage team, including client communication, file setup, and documentation management.</li><li>Contribute to day-to-day operations and follow-up tasks as required.</li></ul><p><br></p>
<p>Our client is seeking a skilled <strong>Executive & Personal Assistant</strong> to support the CEO with business and personal tasks. The ideal candidate is organized, proactive, and comfortable managing priorities in a fast-paced environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage CEO’s calendar, travel, meetings, and communications</li><li>Prepare reports, presentations, and other documents</li><li>Support special projects and track deadlines</li><li>Handle personal errands, appointments, and household coordination</li><li>Plan personal events and liaise with vendors and service providers</li><li>Maintain confidentiality and manage urgent issues as needed</li></ul><p><br></p>
<p>We are looking for an experienced Executive Assistant to join our clients growing team in Ottawa, Ontario, on a three-month contract basis. In this hybrid role, you will provide high-level administrative support to senior leadership, including managing schedules, coordinating meetings, and handling confidential information. This position requires someone with strong attention to detail, excellent organizational skills, and the ability to anticipate needs in a fast-paced environment.</p><p><br></p><p><strong>Responsibilities:</strong></p><p>• Coordinate and manage executive calendars, ensuring all meetings and appointments are scheduled appropriately and marked private when necessary.</p><p>• Organize and prepare materials for meetings, including conference calls and virtual sessions using platforms such as Cisco Webex and Microsoft Teams.</p><p>• Maintain accurate records of correspondence and documentation, ensuring confidentiality at all times.</p><p>• Assist with travel arrangements for executives, including booking flights and accommodations, and preparing itineraries.</p><p>• Collaborate with team members to support organizational needs while working independently on assigned tasks.</p><p>• Utilize software tools such as CRM systems, Concur, and Kronos for effective timekeeping and expense reporting.</p><p>• Monitor and anticipate administrative needs to ensure seamless operations.</p><p>• Communicate professionally with internal and external stakeholders, fostering positive relationships.</p><p>• Handle incoming inquiries and draft correspondence on behalf of the executives.</p><p>• Support the implementation of processes and systems as needed to enhance efficiency.</p>
<p>Are you ready to bring exceptional organizational and administrative expertise to a dynamic, fast-paced team within the construction industry? We are looking for a proactive and detail-oriented <strong>Administrative Assistant</strong> with at least 5 years of experience to join our team in an in-office setting. Construction industry experience is a must have.</p><p>Our client is proud to maintain a highly professional and welcoming work environment where every team member’s contributions are recognized and valued. The organization is known for its strong sense of collaboration among friendly, motivated professionals who strive for excellence in every aspect of their work. Beyond their business operations, our client is deeply committed to giving back to the community through charitable donations, employee initiatives, and other impactful contributions.</p><p><br></p><p><strong>What You’ll Be Doing:</strong></p><p>In this role, you will play a key role in supporting construction projects and ensuring smooth day-to-day operations. Your responsibilities will include:</p><ul><li><strong>Orchestrating meetings:</strong> Schedule client meetings, book boardrooms, and coordinate refreshments and catering to leave an outstanding impression.</li><li><strong>Optimizing scheduling efforts:</strong> Manage appointments and meetings while preparing all necessary materials to keep our team ahead of the curve.</li><li><strong>Driving project support success:</strong> Provide critical administrative support to Construction and Property teams, helping generate and manage Tenders, Bid Analysis, and Subcontract Agreements.</li><li><strong>Empowering financial accuracy:</strong> Collaborate with the accounting to process contracts and invoices with precision.</li><li><strong>Streamlining documentation:</strong> Ensure seamless management of contract execution and facilitate timely subcontractor submissions.</li><li><strong>Building contractor relationships:</strong> Communicate effectively with new and existing contractors, ensuring strong professional relationships and successful collaboration.</li><li><strong>Organizing compliance materials:</strong> Collect and manage Contractor Safety Paperwork, such as Certificates of Insurance, Form 1000, WSIB, and Health & Safety Policies.</li></ul>
<p>Nous cherchons un Assistant Administratif pour rejoindre l'équipe de notre client localisée au Centre Ville de Montréal. Ce rôle est un poste a temps partiel (3 jours la semaine). Si vous êtes interessé a travailler au sein d'une PME dans le domaine des finances commerciales, n'hésitez pas à postuler!</p><p><br></p><p>Responsabilités:</p><p>• Fournir un soutien administratif complet, y compris la préparation de documents réalistes et la gestion de la correspondance.</p><p>• Assumer le rôle de point de contact principal, répondant aux demandes et transmettant les informations nécessaires.</p><p>• Organiser et coordonner les réunions, en veillant à ce que tous les arrangements nécessaires soient en place.</p><p>• Bonne base en comptabilité (facturation par example)</p>
