Executive Assistant

Fasken • Ottawa, ON

53d • $70,000 - $85,000

About The Position

Reporting to the Special Advisor, the Executive Assistant plays a critical role in providing support by actively managing and coordinating administrative needs as well as acting as a first point of contact for support. This role is being posted to fill a current vacancy.

Hours of work are from 9:00 a.m. to 5:00 p.m. Occasional pre-authorized overtime may be required to meet client needs.

At Fasken, success means:

Having a strong client service approach – you’re ready, willing, and able to put our clients first and exceed their expectations
Caring about one another – you possess strong interpersonal skills and the ability to build harmonious working relationships within your immediate team, across other departments in the firm, and the community
Working collaboratively – you’re a self-starter who values working in a collaborative team based environment
Possessing exceptional communication skills (both verbal and written) when dealing with lawyers, clients, staff and third parties
Approaching your work with agility and the willingness to learn and utilise new technology
Being adaptable to changing priorities in a fast-paced environment while being organized and maintaining accuracy with a high attention to detail
Demonstrating strong research, investigative and problem solving skills with the ability to exercise judgement to resolve issues
Treating sensitive and confidential matters with discretion and diplomacy at all times

Requirements

• Bachelor’s degree in Business Administration, Communications, Political Science, or equivalent experience.
• Minimum of 5 years of executive-level administrative support experience or similar role.
• Proficiency with computer applications including MS Office Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) including Slack and Zoom.
• Proficiency with calendar management application like Google Calendar or Outlook, and customer relationship management (CRM) platforms.
• Ability to manage budgets and expenses using software like QuickBooks, SAP, or Concur.

Nice To Haves

• Advanced training or certifications in administrative support (e.g., Certified Administrative Professional - CAP) an asset.
• Experience working in international, legal, or political environments an asset.
• Bilingual (English and French) an asset.

Responsibilities

• Manage the Special Advisor’s calendar, coordinate meetings across time zones, prioritize appointments, and align with relevant schedules.
• Liaise with board and committee members for quarterly meetings.
• Plan and coordinate travel, event logistics, and liaise with key organizations.
• Oversee travel and office budgets, process reimbursements, and ensure timely payments.
• Compile, prepare, and distribute briefing materials for meetings, presentations, and public engagements.
• Prepare kits for travel and meetings, including agendas, itineraries, and briefing binders, following established templates.
• Handle emails and calls; and manage various engagements and scheduling accordingly.
• Confidently communicate with key high-profile contacts for various reasons and interact with their teams.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level