Job Description

We are looking for a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support to senior leadership. In this role, you will manage schedules, coordinate meetings, and facilitate communication to ensure seamless daily operations. This is a hybrid, long-term contract position based in Ottawa, Ontario, requiring at least three days of in-office presence each week.
Responsibilities:

• Manage complex calendars and coordinate meetings, ensuring all scheduling conflicts are resolved efficiently.
• Handle confidential correspondence and documentation with a high degree of discretion.
• Prepare and distribute meeting materials, including agendas and minutes, while maintaining accurate records.
• Facilitate communication between team members and external stakeholders, fostering strong and reliable relationships.
• Utilize software tools like Outlook, Teams, and CRM systems to streamline administrative tasks.
• Anticipate the needs of senior leadership to proactively address potential challenges.
• Support travel arrangements, including booking flights, accommodations, and preparing itineraries.
• Collaborate with cross-functional teams to organize events and ensure smooth execution.
• Monitor and manage action items and deadlines, keeping leadership informed of progress.
• Uphold a collaborative and adaptable work environment while managing a demanding schedule.
• A minimum of 5 years of experience in an executive assistant or similar administrative role.
• Proficiency with tools such as Microsoft Outlook, Teams, and calendar management systems.
• Strong organizational skills with a proven ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills, with attention to detail in documentation.
• Experience handling confidential information with a high level of professionalism.
• Ability to work independently while also contributing to team objectives.
• Familiarity with CRM systems and other office productivity tools is an asset.
• Background or interest in the science or research sector is considered a strong advantage.

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app and get 1-tap apply, notifications of AI-matched jobs, and much more.
Questions? Call your local office at 1.888.490.4154. All applicants applying for Canadian job openings must be authorized to work in Canada.
Only job postings for jobs located in Quebec appear in French.
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Robert Half
Robert Half est la premixc3xa8re et la plus grande firme de solutions de gestion des talents spxc3xa9cialisxc3xa9es au monde, qui met en relation des chercheurs d'emploi hautement qualifixc3xa9s avec des opportunitxc3xa9s au sein de grandes entreprises. Nous offrons... '