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Engineers Canada

Executive Assistant, Executive Office

Ottawa, ON, Canada

Salary Range: $54,235 to $67,827 · Full-time

Apply on LinkedIn About employer

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Job details

Pay: Salary Range: $54,235 to $67,827
Job type: Full-time
Apply by: May 9, 2027
Posting language: English
Posted: Nov 10, 2026

Original job description

Executive Assistant, Executive Office (Hybrid)

Posting Date: November 10, 2026

Location: 55 Metcalfe Street, Suite 300, Ottawa, Ontario

Job Type: Permanent Full-Time

Application Submission Date: November 24, 2026

Salary Range: $54,235 to $67,827

About us

Engineers Canada exists to provide national support and leadership on behalf of the engineering regulators in Canada to promote and maintain the integrity, honor, and interests of the profession.

We foster a work environment that challenges and empowers employees, promotes learning, teamwork, and innovation, and recognizes achievement. Employees aspire to a high-performance culture that is focused on results and represents the combination of collaboration and clear direction with scope for autonomy.

We need great people, creative ideas, and effective management of our resources. We require committed individuals who can exercise leadership at all levels in the organization. Come and join our team!

About the role

The Executive Assistant reports to General Counsel and Corporate Secretary and provides a high level of support to the Senior Leadership Team as well as the part-time President of Engineers Canada. The Executive Assistant plays a key role in establishing and maintaining an administrative infrastructure that facilitates the activities of a diverse team of professionals.

The Executive Assistant will be assigned various complex tasks to support the management team. In addition, the Executive Assistant acts as the coordinator for various committees and working groups and is required to arrange logistics, prepare, and distribute agendas and minutes.

The incumbent liaises at all levels with staff, volunteers, the engineering regulators, and government and takes initiative in solving problems and maintaining strong working relationships within the parameters of the position.

The Executive Assistant has access to sensitive information, and must ensure a high degree of confidentiality, integrity, and loyalty.

Key Responsibilities

Legal Administration

Provide legal administrative support to the General Counsel and Corporate Secretary, including maintaining legal files, tracking deadlines, and preparing reports.
Own and administer the contract management process, including intake, review against approved templates and organisational requirements, coordination of legal review and approvals, execution, filing, and renewal tracking.
Identify and refer contractual issues requiring legal advice or approval to the General Counsel.
Administer consent processes, including coordinating requests, obtaining required approvals, and maintaining supporting records.
Liaise with engineering regulators and other stakeholders on legal administrative matters under the direction of the General Counsel.

Executive Office

Provides administrative support to the Executive Office, Senior Leadership Team, and part-time President.
Manage the CEO’s calendar, travel arrangements, and correspondence with discretion and professionalism.
Coordinate executive and team meetings, including scheduling logistics, registration, preparation of materials, and follow-up on action items.
Support the CEO’s budgeting activities by monitoring expenditures, preparing forecasts, and assisting with budget planning and expense claims.
Prepare, review, and format executive reports, presentations and correspondence for clarity and accuracy.
Maintain Executive Office files, systems, policies, and procedures, and respond to or appropriately refer urgent requests during team absences.

Governance

Coordinate and administer the annual Board and Committee meeting cycle, including scheduling, director availability polling, calendar invitations, meeting logistics, and the creation of meeting events within Board management software.
Prepare and maintain governance meeting documentation, including agenda and minute templates, and coordinate the translation of Board and Committee materials to support bilingual governance requirements.
Maintain governance records and document repositories, including Board and Committee files in SharePoint, individual director records, and annual governance documentation requirements.
Coordinate director onboarding and ongoing administrative support, including account management, governance training registration, orientation activities, scheduling, and related governance processes.
Liaise with Communications and internal stakeholders to maintain governance-related web content and ensure Board and Committee information remains current following elections, appointments, and governance changes.

Education and Experience Requirements

Education

Graduate from a recognized University in business administration or relevant field, or an equivalent combination of education and experience.

Experience

A minimum of five (5) years’ experience providing senior-level administrative support.

Key Competencies

Demonstrated proficiency in office and administrative skills.
Capacity to work under pressure with attention to detail. Must be able to simultaneously address numerous tasks and priorities.
Experience in contract review and assessment.
Demonstrated ability to support financial planning and budgeting processes.
Demonstrated ability to support legal office
Proficiency in preparing executive-level reports and visual presentations for governance bodies.
Ability to demonstrate tact, diplomacy.
Demonstrated ability to be creative and innovative when problem solving.
Proficient in the use of Project Management principles, practices, and tools with a track record of delivering projects on time and on budget.
Experience working with the wide diversity of cultures within staff, volunteers, clients, and the community in general.
Strong organizational, interpersonal, communication, problem-solving and time management skills.

Desirable

Proficient in the use of Microsoft Office 365 Business, SharePoint, and Microsoft Teams.

Language

Proficiency in English and French is required.

About our working conditions

This is a full-time, permanent position that is based out of our Ottawa head office.

There is a requirement to work a minimum of (3) three days/week in the office for the first (3) three months of employment. Following successful completion of probation period, employees transition to a regular telework arrangement, which includes a minimum of eight in-office days per month.

There is a requirement to occasionally work weekends and evenings. This position may require occasional travel within Canada.

About our hiring practices

Engineers Canada is committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, or age. Engineers Canada does not use artificial intelligence (AI) to screen, assess, or select applicants. Applications are reviewed and candidates are shortlisted by the hiring team. Please advise us if you require special accommodation. Upon request, accommodations due to a disability are available throughout the selection process.

About our benefits

A National Capital Regions Top Employer since 2017, Engineers Canada provides a generous compensation and benefits program.

Company events
Flexible hours
Extended Health care
Dental care
Vision care
Employee Assistance Program
Life insurance
Disability insurance
Employer Matching Pension
Professional Development

How to apply

Please click on Apply to submit a cover letter and resume, by November 24, 2026. If you have any difficulties with your online application, please contact us at human.resources@engineerscanada.ca

Please note that the personal information collected as a part of your application will be used to process your candidacy for employment. If you are the successful candidate, the information will form part of your employment record at Engineers Canada. If your application is not successful, the information will be retained for 3 years and then destroyed in accordance with Engineers Canada’s Privacy Policy. To access Engineers Canada’s Privacy Policy, click here. Engineers Canada is not responsible for fees related to unsolicited resumes received from recruitment

Apply on LinkedIn About employer

More about this job

Responsibilities

Provides confidential administrative and legal support to the General Counsel, Executive Office, Senior Leadership Team, and part-time President, including contract administration, executive scheduling, travel, budgeting, and correspondence. Coordinates Board and Committee governance cycles, meeting logistics and documentation, director onboarding, records, and related stakeholder communications.

Requirements

Requires a university degree in business administration or a relevant field, or an equivalent combination of education and experience, and at least five years of senior-level administrative support experience. Candidates need strong organizational, communication, problem-solving, and project management abilities, experience with contracts, budgeting, legal office support, and executive presentations, and proficiency in both English and French.

Skills

Senior-Level Administrative Support
Contract Review and Assessment
Legal Administration
Budgeting and Financial Planning
Executive Report Preparation
Presentation Development
Governance Coordination
Project Management
Calendar and Travel Management
Meeting Coordination
Document and Records Management
Microsoft Office 365
SharePoint
Microsoft Teams
Communication
Problem-Solving

Benefits

Company Events
Flexible Hours
Extended Health Care
Dental Care
Vision Care
Employee Assistance Program
Life Insurance
Disability Insurance
Employer Matching Pension
Professional Development

Visa sponsorship

Not detected in the job text

Keywords

Executive Administration
Legal Administration
Contract Management
Contract Review
Consent Processes
Executive Office
Senior Leadership Team
Board Governance
Committee Coordination
Meeting Logistics
Agenda and Minutes
Board Management Software
SharePoint
Microsoft Office 365
Microsoft Teams
Budget Planning
Expense Claims
Financial Forecasting
Executive Reports
Presentations
Director Onboarding
Records Management
Project Management
Confidentiality
Stakeholder Relations
English
French

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Jobs in Canada