Executive Assistant providing administrative support to executive leadership at Ottawa Police Service. Responsibilities include coordinating meetings, preparing correspondence, and managing daily operations.
About the role
- Executive Assistant managing executive office operations for the President & CEO. Supporting priorities with high-level organizational skills in a fast-paced environment.
Responsibilities
- Work in close partnership with the Executive Office, supporting day-to-day executive office operations and serving as a key second chair to ensure continuity, alignment, and seamless coverage.
- Proactively manage the President and CEO’s complex calendar with competing priorities, ensuring alignment with executive priorities and organizational objectives.
- Coordinate high-touch executive travel, ensuring seamless end-to-end logistics.
- Prepare, reconcile and submit expense reports and process invoices for the department.
- Anticipate executive needs and flag time-sensitive or high-priority matters to Executive Office as appropriate.
- Prepare and distribute meeting agendas, briefing materials, and pre-read documents; ensure executives are fully prepared for internal and external engagements.
- Interface with senior leaders, Board members, donors, and external stakeholders with a high degree of professionalism and diplomacy.
- Draft and edit correspondence, memoranda, and other written materials on behalf of executives.
- Monitor and manage incoming communications, exercising judgment in prioritization and response.
- Prepare, reconcile, and submit executive expense reports; process invoices and ensure compliance with organizational policies.
- Maintain accurate and secure electronic and paper filing systems.
- Support the preparation of presentations and reports for internal and external audiences.
- Manage special projects and ad hoc assignments requiring independent judgment, discretion, and deadline discipline.
- Provide backup coverage to other Executive Assistants within the Office of the President to ensure seamless operations.
Requirements
- Seasoned professional with a minimum of five to seven years of experience working at the C-Suite level.
- A bachelor’s degree is preferred.
- Exceptional writing, editing and proofreading skills.
- Excellent organization and time-management skills.
- Demonstrated proficiency in O365, Blackbaud, Concur and ADP.
Benefits
- Medical, Dental & Vision
- Vacation, Sick & Personal Leave
- Life Insurance (Basic & Optional)
- Flex Spending Accounts
- 403(b) Retirement Account
- Holiday Savings Plan
- Annual Success Sharing
Job title
Job type
Experience level
Salary
Degree requirement
Location requirements
Executive Assistant providing high - level administrative support to the Senior Vice President of Asia at The Rockefeller Foundation. Engaging with stakeholders and ensuring efficient operation of SVP's office.
General Virtual Assistant supporting administrative tasks while working in a hybrid environment. Engaging with clients and ensuring smooth operations for business activities.
Executive Assistant supporting two senior Executives at Xellia Pharmaceuticals. Role requires managing complex calendars and international travel planning, ensuring high - quality support.
Executive Assistant providing comprehensive support to the CEO of ClassLink, enhancing effectiveness in a fast - growing education technology company. Duties include calendar management, travel coordination, and project support.
Executive Administrative Assistant supporting executive team in Indianapolis. Handling calendar management, meeting coordination, and administrative tasks in a hybrid work environment.
Personal Assistant supporting senior Directors at Ipsos, enabling leadership effectiveness through proactive diary management and client relationship building.
Medical Assistant providing direct patient care in a team - based model at Beth Israel Lahey Health. Supporting clinical operations and ensuring smooth patient experiences during visits.
Senior Executive Assistant at Verisk managing calendars, travel, and communications for executives. Focused on organizational and administrative tasks to support executive management efficiency.
Executive Assistant supporting the Global CISO at Liebherr International AG. Managing travel, logistics, and administrative tasks for a cybersecurity role.