Annual Salary: $73,427.35 - $89,358.40
Employment Status: Indeterminate Full-time position
Language Requirement: Bilingual (CBC ) ( definition )
Schedule: 37.50 hours per week (Monday to Friday)
Work Environment: Hybrid
Competition Closing Date: September 13, 2026
Are you a highly organized, proactive, and discreet professional who thrives in a fast-paced executive environment? We are seeking an experienced Executive Assistant to provide comprehensive administrative and strategic support to the President and CEO and the Board of Trustees.
In this pivotal role, you will serve as a trusted partner, ensuring efficient management of executive priorities, Board governance activities, and organizational communications. You will coordinate complex schedules, facilitate Board and committee meetings, prepare high-quality briefing materials, and act as a key liaison between internal and external stakeholders. Your exceptional judgment, attention to detail, and ability to manage confidential information will contribute directly to the effectiveness of the organization’s leadership and governance processes.
This is an exciting opportunity for a collaborative and service-oriented professional who enjoys working at the heart of organizational decision-making and helping leaders achieve their strategic objectives.
EDUCATION
- Diploma or degree in Office Administration, Business Administration, Executive Administration, Secretarial Studies, or a related field.
- An equivalent combination of education, training, and relevant experience may be considered.
EXPERIENCE
- Minimum of five (5) years of progressively responsible experience providing executive-level administrative support to senior leaders.
- Experience coordinating executive and leadership meetings, including agenda development, preparation of briefing materials, and tracking of action items.
- Experience preparing, recording, and maintaining accurate minutes and official records for decision-making bodies, committees, or boards.
- Experience planning and coordinating meetings, events, and complex logistics involving multiple stakeholders.
- Experience supporting a Board of Directors, Board of Trustees, or other governance bodies, including governance-related processes and documentation.
- Experience managing budgets, processing expenses, and preparing financial and administrative reports.
- Experience researching, gathering, analyzing, and synthesizing information to prepare summaries, briefing notes, reports, and correspondence for senior management.
Experience writing executive correspondence.
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KNOWLEDGE
- Knowledge of executive office operations and protocols for communicating and liaising with senior leaders, Board members, government officials, and stakeholders in the public, private, and not-for-profit sectors.
- Knowledge of administrative policies, procedures, and best practices related to executive support, records management, financial administration, and human resources.
- Knowledge of governance principles, Board processes, and the preparation of official corporate documents, correspondence, briefing materials, and meeting records.
- Knowledge of the organization's mandate, strategic priorities, and governance framework.
- Knowledge of Treasury Board travel, hospitality, and conference expenditure directives and guidelines is considered an asset.
- Knowledge of document and records management systems and best practices.
Proficiency in the Microsoft 365 environment, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
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SKILLS & ABILITIES
- Exceptional organizational, planning, and time-management skills, with the ability to manage competing priorities and tight deadlines.
- Strong judgment, discretion, and ability to handle confidential information with professionalism.
- Excellent interpersonal and client service skills, with the ability to interact effectively with senior executives, Board members, and stakeholders.
- Strong written and verbal communication skills in both official languages (English and French).
- Proven ability to work independently, take initiative, and maintain a high level of accuracy and attention to detail.
- Flexible, adaptable, and able to remain composed in a fast-paced environment.
- Strong problem-solving skills and sound business acumen.
Collaborative team player with a positive and professional approach.
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Security Requirements: Secret
Work location: 1865 St. Laurent Blvd. Ottawa ON
Union Affiliation : Excluded
Classification: level 6
We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.
Our Commitment to Employment Equity
Ingenium champions the values of diversity and inclusion. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions. Candidates are encouraged to self-identify as members of one or more designated employment equity groups. This is asked in a pre-screening question during the application process.
Ingenium provides accommodation to applicants during all parts of the hiring process, upon request. If contacted to proceed with the selection process, please advise us if you require any accommodation.
