Executive Assistant
Hays
Ottawa
Job Description
We are looking for a highly experienced and proactive Executive Assistant to support CEO and Co‑Founders. This is a critical, high‑visibility role for a strategic professional who excels at managing complex tasks, safeguarding confidential information, and keeping fast‑moving leadership teams organized and aligned.What You'll Do
Executive Support
Act as the primary liaison between executives and internal/external stakeholders.
Manage sophisticated calendars, meetings, travel, and communications.
Prepare and refine presentations, reports, and executive correspondence.
Handle calls and emails, responding or redirecting as needed.
Project & Initiative Management
Drive tasks and projects independently with minimal direction.
Support special initiatives and provide research and data to assist executive decision‑making.
Meeting & Event Coordination
Plan and facilitate executive meetings — agendas, minutes, action tracking.
Coordinate logistics for board meetings, conferences, and key organizational events.
Confidentiality & Professionalism
Manage sensitive information with the highest level of discretion.
Ensure executive documentation remains secure and protected.
Office & Administrative Operations
Oversee office supplies, tools, and workflows for optimal efficiency.
Collaborate cross‑functionally to support smooth administrative operations.
What We're Looking For
5–10 years of experience supporting senior executives in a similar role.
Bachelor's degree (or equivalent experience).
Advanced proficiency in Microsoft Suite (Word, Outlook/Calendar, Excel).
Outstanding organizational, communication, and time‑management skills.
Exceptional professionalism, integrity, and sound judgment.
A proactive, resourceful, and autonomous approach to work.
Strong relationship‑building and problem‑solving abilities.
Ability to thrive in a dynamic, fast‑paced environment.
Additional information
Work model: Onsite
Salary range: $75,000-$90,000
How to Apply
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Frequently Asked Questions
Who is hiring?▼
This role is with Hays in Ottawa.
Is this a remote position?▼
This appears to be an on-site role in Ottawa.
What is the hiring process?▼
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What skills are needed?▼
Refer to the "Job Description" section above for a detailed list of required and preferred qualifications.
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