Job Description

Position: Executive Assistant
Location: Ottawa (Downtown, Hybrid)
Salary: $25.00 to $28.21 plus 4% vacation payout (paid weekly)
Job Type: 3 Months with possible extension
Our Ottawa-based client is seeking an Executive Assistant to support the VP of Real Estate.
Responsibilities:
- Coordinates, schedules and organizes meetings and conferences with employees, senior officials of the corporation, all levels of government, clients, consultants and other third parties
- Screens requests and identifies issues to determine for priority; screens visitors, phone calls, and reads and ranks incoming mail
- Provides initial responses to routine public inquiries and refers such inquiries to appropriate staff for further response or action
- Updates administration procedures and processes to better meet the operating requirements
- Provides administrative and secretarial support (e.g., logistics, hospitality) at internal and external meetings with stakeholders, consultants, government, and the public and
arranges conference calls
- Maintains the calendar and contact lists and adjusts the VP, Real Estate schedule based on shifting priorities and potential problems identified
- Briefs the VP before appointments or meetings with appropriate background information from computer information systems and/or files
- Prepares and sends correspondence and supports the preparation and circulation of memoranda, minutes, reports, agendas and presentations
- Ensures consistency and compliant formatting for Board reports and Power points.
- Makes travel and accommodation arrangements for the VP Real Estate office and prepares employee reimbursement and personal expense claims
- Performs the role of Records Management (HPRM) champion and liaison to fulfill the records management function
- Verifies overhead expenses, prepare payment vouchers, balance overhead costs at month end and investigate queries on outstanding invoices
- Maintenance of office space for appearance and functionality as well as maintenance of storage area.
Requirements:
- Minimum high school diploma required, with a preference for post-secondary education.
- Minimum of one to three years of experience in executive office administration required
- Experience in client relations, customer service, and basic public relations required
- Proficiency in Microsoft Word, Excel, PowerPoint and Outlook
To apply, please forward your resume in Word format to Angela Casey at permjob@quantum.ca.
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Services de Gestion Quantum Lt\xc3\xa9e

Founded in 1968 in Montr\xc3\xa9al, Quantum has established a strong reputation as the full-service human resource partner of choice for providing unique and effective recruitment solutions that meet our clients complex staffing needs. Our unwavering...

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