Executive Assistant / Office Administrator

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Located in Ottawa, ON

Salary: $65,000 - $75,000

Our client, a growing not-for-profit organization in the renewable energy sector, is seeking an experienced Executive Assistant / Office Administrator to join their team in a hybrid capacity.

Duties may include, but are not limited to:

• Manage the CEO’s calendar and provide administrative support to senior staff and Board members
• Prepare and manage executive correspondence across email, phone, and mail
• Coordinate Board of Directors, Steering Committee, and Member Roundtable meetings, including agendas, materials, minutes, and use of meeting platforms (e.g., Zoom)
• Arrange logistics for in-person, virtual, and hybrid meetings, including travel and hospitality
• Attend meetings as requested and prepare and distribute minutes
• Coordinate travel and related correspondence for the CEO and other team members in accordance with company policies
• Advise the CEO on office operations and administrative priorities
• Support HR administration, including onboarding, employee records, policy implementation, and tracking key HR processes
• Maintain the organization’s CRM and oversee office supplies, technology, and communication systems
• Track and process office expenses and manage purchasing on a just-in-time basis
• Monitor the general email inbox, ensuring timely responses and immediate escalation of media inquiries
• Liaise with building management and service providers to support office operations
• Perform additional duties as assigned by the CEO

Required skills and qualifications:

• Minimum of three (3) years’ experience as an Executive Assistant, preferably in a corporate environment
• Proven experience supporting senior executives, coordinating meetings, preparing documentation, and recording minutes
• Demonstrated integrity with a strong commitment to ethics, confidentiality, and discretion
• Self-motivated professional able to work independently and collaboratively with minimal supervision
• Excellent organizational, prioritization, and attention-to-detail skills
• Strong communication and interpersonal abilities, with confidence engaging internal and external stakeholders at the senior management level
• High level of technological proficiency, including virtual meeting platforms
• Advanced proficiency in Microsoft Office; experience with Adobe Acrobat considered an asset
• Bilingualism in English and French is an asset

Why work for this organization?

• One-year contract with automatic conversion to a permanent role upon successful completion of year-one deliverables
• Hybrid work model (3 days in-office, 2 days WFH) – 4 days in-office, 1-day WFH during training period
• Part-time or full-time opportunity (minimum 24 hours per week)
• Generous time-off package including 15 days of paid vacation, one paid volunteer day, and three bonus days in December
• Flexible health benefits available following completion of probation, including prescription coverage and a Health Care Spending Account
• Employee Assistance Program (EAP)
• Employer-matched RRSP contributions after one year of service
• Ongoing professional development and career advancement opportunities

·         Close to public transport, paid parking available and local amenities nearby

·         Travel opportunities – Up to 8 per year

Monday to Friday – 8:30am to 4:30pm – Flexible schedule if someone is ideally looking for part-time hours

Salary: $65,000 - $75,000 per year

If you are interested and believe you meet the specified qualifications, please reply to this ad with your Resume.

We thank all applicants for their interest in Express Employment Professionals; however, only those candidates selected for interviews will be contacted.

Express Employment Professionals is an Equal Opportunity Employer.

Our selection process includes AI-enabled tools for screening based on keywords and minimum qualifications. A human decides who moves forward.

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