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Bilingual Executive Assistant

excelHR

This is a Full-time position in Ottawa, ON posted November 26, 2018.

excelHR’s nonprofit client is seeking a Bilingual Executive Assistant to join their team in the downtown Ottawa core. This position is starting on a contract basis and moving to permanent for the right candidate. The ideal candidate is an experienced Executive Assistant, who is highly organized, and enjoys coordinating.

Roles and Responsibilities

The Executive Assistant/Office Manager is accountable for assisting in the efficient and effective management of the Association by performing and coordinating secretarial and administrative duties related to the Office of the President and Board of Directors. This individual must possess strong organizational skills, be flexible and enjoy the challenges of supporting a small office. He or She oversees and manages the flow and exchanges of information, streamlines interactions and drives initiatives on behalf of the President including assignments requiring a high degree of competence in coordination, communication, motivation, organization, collection of information, follow-up and supervision. Although travel would be limited in this position, there may be a requirement to travel from time to time within Canada or beyond to perform specific administrative duties associated with this position. This role contributes to the vision, mission and values of the Association through responsible and effective work performance.

In the role of Executive Assistant

Welcome and greet all guests who visit the office in a friendly and professional manner

Answer incoming calls and manage the flow of information

Ensure the President is prepared and in possession of materials and information required for meetings, conferences and other special events

Management of the President’s calendar activities in collaboration with the President

Manage and coordinate all meetings and appointments of the Pre

Arrange travel and accommodation schedules and reservations for the President as needed, in accordance with the Delegation of Spending Authority guidelines. This includes the coordination of adequate travel packages for the President’s communication devices i.e. cell phone.

Manage travel expenses and credit card reconciliations in an accurate and timely manner for the President and the office, in accordance with the Delegation of Spending Authority guidelines.

Manage and coordinate social events or special meetings hosted or sponsored by the President.

Assist with the preparation of professional presentation materials and reports, as needed.

Assist with handling files and providing follow up with various stakeholders, consultants and other parties

Assist with the organization of Board and Board Committee meetings, such as the electronic circulation of meeting notices, reminders, meeting materials and special instructions, tracking of attendance (for quorum), printing of materials for the President and face-to-face meetings, initiating conference calls, coordinate the logistics for Ottawa meeting

Coordinate the arrangements for webinar and teleconference calls for members

In the role of Office Manager:

Collect, open and distribute incoming and outgoing mail, facsimiles and packages

Order and maintain office supplies, including coffee station

Maintain filing and record keeping of all documents, including corporate record

Maintain records contained in the Corporate Binder, such as a register of Directors

Manage relations with suppliers and initiate inquiries when needed

Work in collaboration with the bookkeeper with regards to invoice payments, filing, inquiries, signing of expense cheques, deposits, petty cash, etc

Ensure photocopier and fax machine are in working order by keeping supplies in stock and placing maintenance calls promptly.

Coordinate purchase of large equipment such as photocopier and fax machine, office furniture, etc. when required.

Maintain work flow by studying methods used and developing new ones.

Attending educational workshops, reviewing professional publications, establishing professional networks, at the employee’s discretion with the President’s approval

Qualifications and Experience

The ability to work in a fast paced business environment, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality
Demonstrate a high level of confidentiality, initiative and judgement in dealing with a variety of people.
Have a positive attitude and be able to work independently as well as in a team environment.
Possess and maintain a strong working knowledge of MS office, including Word, Excel, PowerPoint and Outlook.
Prioritize and manage multiple projects simultaneously, follow through and report to the President on issues in a timely manner
Executive Assistance experience
Fluently bilingual in French and English

Hours of work are Monday to Friday 8:00am to 5:00pm

Bus accessible.

Salary: $50,000-$60,000

IMPORTANT: Please forward your resume to Monica.Dabrowski@excelHR.com

Please state the position “Bilingual Executive Assistant” in your e-mail subject line. We thank all applicants for their resume, however only qualified applicants will be contacted for an interview.

Skills Required

  • Education level: High school
  • Work experience (years): 6-9 years

Package

Salary: 25.00-30.00$ per hour