Executive Assistant

Modern Niagara • Ottawa, ON

5d • CA$65,000 - CA$85,000 • Onsite

About The Position

We are seeking an Executive Assistant to join our team in Ottawa! The Executive Assistant provides day-to-day administrative support to three Executives, ensuring schedules, communications, and priorities are effectively managed. This role also supports organizational operations through coordination of meetings, documentation, and follow-up, while contributing to claims administration, contract tracking, and continuous improvement initiatives. Success in this role means strong executive support, seamless coordination, and well-organized processes that enable efficient decision-making and execution.

This role is essential in supporting executive leadership and maintaining operational efficiency across the organization. By ensuring effective coordination, accurate documentation, and organized tracking of key activities such as claims and contracts, the Executive Assistant helps enable informed decision-making, supports project outcomes, and contributes to continuous improvement across teams.

Support executive effectiveness through proactive calendar, communication, and meeting management.
Enable smooth organizational operations by ensuring accurate documentation, coordination, and follow-through on action items.
Contribute to operational efficiency and continuous improvement by maintaining organized records (claims, contracts) and capturing lessons learned across projects.

Requirements

• Experience providing administrative or executive support in a fast-paced environment
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills
• High attention to detail and ability to manage confidential information with discretion
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar management tools

Nice To Haves

• Experience supporting multiple senior leaders or executives
• Familiarity with claims administration or contract tracking processes
• Experience capturing meeting minutes and tracking action items
• Exposure to construction, engineering, or project-based environments

Responsibilities

• Provide day-to-day support to three Executives, including calendar and email management, travel coordination, and expense report preparation
• Coordinate meetings, including scheduling, logistics, and preparation of materials
• Attend meetings to record minutes, track action items, and follow up on outstanding items
• Support insurance claims administration by tracking claims, coordinating with project teams to gather documentation, and maintaining electronic claim files
• Maintain and update an active contracts register, ensuring accurate tracking and organization
• Extract, consolidate, and organize lessons learned from projects to support continuous improvement initiatives

Benefits

• Performance based bonus opportunities
• Defined Contribution Pension Plan with a generous employer contribution
• Flexible Health and Dental benefits with tiered options to meet the needs of you and your family
• An annual health spending account to support your overall wellness
• 24/7 confidential support through our Employee and Family Assistance Program with access to comprehensive resources and professional services
• A competitive vacation package with additional vacation granted throughout your tenure with the organization.
• Employer Paid Parental Leave Top Up
• Annual Community Day dedicated to volunteering and giving back to the communities where we live and work
• Corporate Discounts through various vendors across Canada for programs such as fitness, mobile phones, travel, home and auto insurance and many others

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed