Position Title: Administrative Assistant
Contract Duration: Part Time - 10-15 hours / week
Salary & Benefits: $30-35/hr
Position Status: Current Vacancy
Location: Downtown Ottawa
Work Model: Remote (must be in Ottawa). Must be available to go on site periodically (ie: events, office needs)
We are seeking a highly organized and detail-oriented Part-Time Administrative Assistant to support the President/CEO and Director. The ideal candidate will play a crucial role in ensuring the smooth operation of the firm by managing administrative tasks, coordinating schedules, and assisting with client communications. This role is perfect for someone with strong interpersonal skills who thrives in a small, collaborative environment and is looking for part time work.
Key Responsibilities:
- Administrative Support: Provide comprehensive administrative support to the President/CEO, including calendar management, travel arrangements, scheduling meetings, and preparing documents, reports and presentations.
- Communication: Handle correspondence on behalf of the President/CEO, including drafting emails, letters, and reports. Liaise with clients, staff and external stakeholders as needed.
- Client Management: Assist with client onboarding, maintain client files, and ensure timely follow-up on client inquiries.
- Event Coordination: Assist in planning and coordinating company events, client meetings, and other special projects.
- Support Special Projects: Provide support for ad hoc projects as required by the President/CEO
The ideal candidate is either working as a virtual assistant or is recently retired and looking for 10-14 hours per week. You will have proven experience as an Executive Assistant, Administrative Assistant, or in a similar role, preferably within a professional services environment. You will possess strong organizational and time-management skills, with the ability to manage multiple priorities effectively. Excellent written and verbal communication skills are essential, along with proficiency in the entire Microsoft Office Suite. A high level of discretion and professionalism is required in handling confidential information. The successful candidate will be able to work independently while also thriving as part of a small team, demonstrating strong attention to detail and problem-solving abilities. You can demonstrate your ability to proactively organize and prioritize the daily workload for executives, ensuring smooth and efficient operations.
What will make you stand out:
- Exceptional understanding of MS Office, including OneDrive for filing systems
- Minimum 5 years of experience supporting an executive or senior leader
- Legal administrative experience would be a huge asset
- An understanding of small business environment and culture
- Looking for flexible part-time work, but scale hours during core business hours
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AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team.
The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range.
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