Executive Assistant – C-Suite Support

Location: Ottawa, ON - this is an onsite position. 
Industry: Real Estate / Property Development
Duration: Full-time, Permanent

Our client, a well-established and award-winning organization with a 70+ year legacy of excellence, is currently seeking an experienced Executive Assistant to support their Chief Executive Officer and senior leadership team. This is a high-impact role for a polished professional who thrives in fast-paced environments, excels in calendar and communication management, and brings discretion and strategic insight to executive-level support.

As a key partner to the CEO and senior leadership, you will play a central role in maintaining efficient day-to-day operations, managing strategic initiatives, and ensuring critical communications and meetings run seamlessly.

Why This Opportunity Stands Out

• Competitive compensation package

• Annual performance bonus

• Full benefits from day one + RRSP matching

• 3 weeks’ vacation to start + flexible summer hours

• Tuition reimbursement and career development programs

• Employee recognition platform

• Exposure to executive-level decision-making

• Positive, collaborative, and mission-driven culture

What You’ll Be Doing

Executive Support & Calendar Management

• Manage complex and dynamic calendars for the CEO and executive team

• Schedule and coordinate high-level meetings, events, and travel itineraries

• Ensure meetings and appointments are executed smoothly and efficiently

Communication & Stakeholder Engagement

• Serve as a key liaison between executives and internal/external stakeholders

• Draft and edit emails, presentations, and other high-level correspondence

• Screen calls and manage inbound communication with professionalism

Meeting & Document Coordination

• Prepare board and leadership meeting materials

• Attend meetings, take minutes, and manage follow-up on action items

• Maintain organized digital and physical filing systems

Project & Budget Support

• Lead or support special projects and corporate initiatives

• Conduct research and compile executive reports

• Assist with budget tracking, invoice processing, and purchase orders

Team Oversight & Operations

• Supervise a junior administrative assistant on the Ottawa Executive Support team

• Maintain departmental records including timesheets, org charts, and attendance logs

• Manage confidential documents and ensure executive compliance protocols

What We’re Looking For

Education & Experience

• Bachelor's degree in Business Administration, Communications, or related field

• 10+ years of Executive Assistant experience, with direct support to C-suite leaders

Technical Skills

• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Experienced in managing calendars, booking travel, and using project management tools

• Strong communication and documentation skills

Professional Attributes

• Anticipates needs and proactively solves problems

• Handles sensitive information with utmost discretion and professionalism

• Exceptional organization, time management, and multi-tasking skills

• Poised, polished, and confident working with high-profile stakeholders

• Flexible and adaptable, including availability for occasional travel (~8–10 trips per year) and extended hours when required

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.