Executive Assistant, Office of the CEO & COO

The Taggart Group of Companies•Ottawa, ON

22h•CA$75,000 - CA$90,000•Onsite

About The Position

The Taggart Group of Companies is seeking a highly organized, discreet, and proactive Executive Assistant to support the Chief Executive Officer (CEO) and Chief Operating Officer (COO). This is a high-trust role for someone who can anticipate needs, manage competing priorities, protect confidential information, and ensure the Executive’s time is focused on the highest-value business, stakeholder, and project matters. The Executive Assistant will act as a key point of contact between the CEO and COO and Business Unit Leaders, internal teams, clients, government and industry stakeholders, consultants, and external partners. The position requires exceptional attention to detail, strong communication and organizational skills, and the ability to manage multiple priorities in a dynamic environment. The successful candidate brings exceptional judgment, polished communication skills, and the ability to operate calmly and effectively in a fast-paced environment.

Requirements

Minimum of 5 years of experience supporting a senior executive, principal, partner, or leadership team in a demanding, fast-paced professional environment.
Demonstrated experience managing complex calendars, executive meetings, competing priorities, and time-sensitive requests.
Exceptional organizational, communication, coordination, and follow-through skills.
Strong ability to prioritize work independently, exercise sound judgment, and remain composed while managing multiple deadlines and changing demands.
Excellent written and verbal communication skills, with the ability to prepare polished correspondence, presentations, briefing materials, reports, proposals and meeting documentation.
Experience preparing meeting agendas, materials, minutes, action registers, and follow-up communications for senior leadership or committee meetings.
Experience tracking deliverables, milestones, executive decisions, action items, and cross-functional initiatives using trackers, dashboards, or project-management tools.
Strong proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
High degree of professionalism, discretion, and ability to manage confidential corporate, financial, personnel, legal, and strategic information.
Ability to work independently while building effective working relationships with Business Unit Leaders, Senior Leaders, Operating Teams, external advisors, consultants, and other stakeholders.
Strong attention to detail and demonstrated ability to maintain accurate, organized, and accessible records.

Nice To Haves

Experience supporting senior leadership in a real estate development, construction, home-building, architecture, engineering, professional-services, or other project-based organization.
Familiarity with executive reporting, governance documentation, document control, record-retention practices, and multi-entity or portfolio-level coordination.
Experience supporting board, executive committee, management committee, government, or other senior stakeholder meetings.
Familiarity with development and construction terminology, including schedules, budgets, approvals, consultant deliverables, contracts, change orders, project reporting, and site meetings.

Responsibilities

Prepare, edit, format, and proofread executive correspondence, reports, presentations, proposals briefing notes, and meeting materials.
Manage the calendars of the CEO and COO, including scheduling, prioritizing, and coordinating meetings, travel, and related logistics.
Ensure the CEO and COO are appropriately prepared for meetings through the timely coordination of agendas, pre-read materials, background information, and required follow-up.
Manage the flow of information to and from the Executive Office, identifying matters requiring executive attention and ensuring timely response or resolution.
Collaborate with executive administrative support staff across the organization to facilitate information flow, scheduling coordination, and administrative support activities.
Coordinate executive approvals, signatures, and authorizations for key organizational documents; maintain accurate and confidential records of executed documents.
Manage expense submissions and other administrative requirements for the Executive Office.
Track executive decisions, commitments, action items, and deliverables arising from leadership meetings, divisional updates, strategic initiatives, and other priority matters.
Follow up with divisional leaders and accountable individuals to obtain status updates, identify outstanding items, and support timely completion of assigned actions.
Maintain executive-level action registers, decision logs, and priority trackers to support accountability and visibility across the organization.
Prepare concise status summaries for the CEO and COO that identify completed actions, upcoming deadlines, outstanding decisions, risks, and matters requiring executive direction.
Coordinate information requests across departments and ensure materials are complete, accurate, and submitted within required timelines.
Prepare agendas, briefing materials, presentations, and meeting packages for Business Unit Leaders and other senior leadership meetings.
Attend meetings as required; accurately record decisions, minutes, and action items.
Distribute meeting materials and minutes promptly, maintain action-item trackers, and follow up with responsible parties on outstanding commitments.
Maintain governance, committee, and executive documentation in accordance with established version-control, confidentiality, and record-retention practices.
Support alignment across Group Operations by monitoring key initiatives, consolidating updates, and ensuring relevant information is shared with the appropriate stakeholders.
Provide executive-level administrative, coordination, and portfolio support to the COO in relation to the Continuous Improvement Executive Committee (CIEC), including meeting administration, stakeholder coordination, document management, reporting, action tracking, and executive communications.
Act as a key point of coordination between the COO, Company Presidents, Business Unit Leaders, project sponsors, and other stakeholders to support effective communication and information flow related to the CIEC portfolio.
Coordinate all logistics for quarterly CIEC meetings, including scheduling, agenda development, preparation and distribution of pre-read materials, attendance coordination, and meeting setup.
Attend CIEC meetings and prepare accurate meeting minutes, capturing key discussions, decisions, risks, priorities, accountabilities, and action items.
Maintain and distribute a post-meeting action register; follow up with responsible individuals to support timely completion of commitments.
Support the administration and execution of CIEC governance processes in accordance with approved Terms of Reference, governance frameworks, policies, procedures, and operating standards.
Maintain the CIEC SharePoint site and governance repository, ensuring appropriate version control, accessibility, accuracy, and document retention practices.
Prepare portfolio-level status reports or dashboards, as required, summarizing key initiatives, milestones, decisions required, deadlines, and outstanding action items.
Support the coordination of cross-functional strategic, operational, development, construction, or corporate initiatives led by the CEO and COO.
Maintain high-level trackers for priority projects and initiatives, including milestones, deadlines, responsible parties, approvals, risks, and next steps.
Coordinate executive participation in key internal meetings, project reviews, site visits, consultant meetings, stakeholder meetings, and special events, as required.
Assist with preparing executive-level project updates, dashboards, reporting packages, and presentations.
Identify overdue deliverables, unresolved issues, and decision bottlenecks; escalate these matters appropriately with clear context and recommended next steps.
Support special projects and other initiatives assigned by the CEO and COO.
Act as a professional liaison between the CEO, COO, Company Presidents, divisional leaders, employees, and external partners.
Draft, review, and distribute correspondence and executive communications on behalf of the Executive Office, ensuring accuracy, consistency, and professionalism.
Handle sensitive corporate, financial, personnel, legal, and strategic information with the highest level of discretion and confidentiality.
Represent the Executive Office with tact, sound judgment, responsiveness, and professionalism.
Exercise judgment in prioritizing competing demands, managing confidential matters, and escalating issues requiring executive attention.