Executive Assistant | Adjoint exécutif ou adjointe exécutive

Rideau Hall Foundation • Ottawa, ON

9d • CA$67,000 - CA$75,000 • Hybrid

About The Position

We are seeking a detailed-oriented and service-driven professional to join our team as an Executive Assistant. This role provides high-level administrative, scheduling, and coordination support to the Chief Impact Officer (CIO), enabling effective leadership, decision making, and relationship management. Working closely with the CIO, the Executive Assistant manages complex calendars, prepares executive level materials, coordinates meetings and travel, and supports projects that contribute to the overall effectiveness and efficiency of the department’s office.

Requirements

• A post-secondary degree or a combination of relevant training, education, and experience.
• Minimum of 3 years of experience in an executive assistant or senior administrative support role.
• Experience supporting senior leaders in a complex or fast-paced environment.
• Experience collaborating with senior leaders, vendors, and cross-functional teams.
• High level of proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

Nice To Haves

• Experience in the charitable or not-for-profit sector is considered a strong asset.
• Experience with and/or knowledge of First Nations, Inuit and Metis communities an asset.
• Bilingualism in English and French is an asset, knowledge of Indigenous languages an asset.

Responsibilities

• Manage and prioritize the CIO’s calendar, exercising sound judgment to balance competing priorities and urgent requests.
• Schedule meetings and appointments, ensuring appropriate preparation time, prepare and distribute meeting agendas along with providing logistical and technical support for in-person and virtual meetings using platforms such as Microsoft Teams and Zoom.
• Coordinate domestic and international travel arrangements for the CIO, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
• Attend meetings as required to record notes, capture action items, and track follow-ups to completion.
• Prepare, edit, format, and proofread executive level reports, presentations, briefing notes, correspondence, and other executive‑level documents.
• Maintain accurate records, files, and documentation while ensuring confidentiality and discretion at all times.
• Process expenses, reimbursements, and other administrative transactions for the CIO in a timely and accurate manner.
• Draft and coordinate administrative components of contracts and agreements as required.
• Track deadlines, deliverables, and timelines for projects assigned by the CIO, ensuring follow-through and timely completion.
• Maintain and organize collaboration tools and shared workspaces, including Microsoft Teams channels and document repositories.
• Support the implementation and continuous improvement of team processes and systems to enhance operational efficiency within the office of the CIO.
• Provide administrative and coordination support to various internal committees.
• Carry out other duties as assigned by the manager.

Benefits

• Day-one access to extended health and dental coverage to support you and your family’s well-being.
• Optional enrollment in our employer-matched Retirement Savings Program (with day-one enrollment).
• 24/7 confidential support via TELUS Health for you and your family.
• 15 vacation days per year.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree