Executive Assistant

Due to an upcoming retirement, our client, a leading manufacturer serving the construction industry in Ottawa's East End, is seeking a Bilingual Executive Assistant to support the CEO and Vice President. This key role will be responsible for managing executive calendars, coordinating communications, and providing high-level administrative support. The successful candidate will also oversee travel arrangements for the executive team, vice presidents, and a national sales team of approximately 17 representatives, particularly in support of regional meetings and company events.

Required skills and qualifications:

• Fluently bilingual in English and French (written and verbal)
• Experience managing calendars, scheduling meetings, and coordinating travel
• 3-5 years of experience providing administrative support to senior executives is preferred
• Strong organizational, multitasking, and prioritization skills
• Ability to draft, review, edit, and translate correspondence, reports, and presentations
• Advanced proficiency with Microsoft Office Suite
• Strong attention to detail and accuracy
• Ability to work independently, take initiative, and require minimal supervision
• Comfortable working in a fast-paced, deadline-driven environment
• Adaptable and able to work effectively with a variety of personalities
• Professional, discreet, and capable of handling confidential information

Duties may include, but are not limited to:

• Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangements
• Serve as the primary point of contact for executives, handling internal and external communications professionally
• Monitor and prioritize inboxes, responding to correspondence and directing inquiries as required
• Screen incoming calls and visitors, ensuring timely follow-up and appropriate escalation when necessary
• Draft, edit, and distribute correspondence, reports, presentations, and other business documents
• Coordinate communication and information flow between executives, departments, and external stakeholders
• Arrange travel accommodations, itineraries, and expense reporting for executive team members
• Prepare and compile weekly vehicle usage and reporting data for sales representatives and directors
• Administer and track the annual customer rebate program, ensuring accuracy and timely processing
• Order and maintain inventory of promotional products, marketing materials, and business cards
• Organize meetings, prepare agendas, record meeting notes, and follow up on action item
• Maintain confidential records, files, and documentation with a high level of discretion
• Support special projects and provide general administrative assistance to the leadership team as required
• Ensure office administrative processes are efficient, organized, and aligned with company standards

Benefits and Perks:

• Positive, team-oriented workplace with a great company culture
• Diverse and engaging role with exposure to all areas of the organization
• Competitive health and dental benefits package
• Employer-matched RRSP program
• Long-Term Disability (LTD) coverage
• Life insurance coverage
• Employee Assistance Program (EAP)
• Two (2) weeks of vacation
• Paid sick days
• Paid office closure between Christmas and New Year's

Salary: $55,000 to $75,000 per year depending on experience

Monday – Friday – 8:00am – 5:00pm with a 1 hour lunch

If you are interested and believe you meet the specified qualifications, please reply to this ad with your Resume.

We thank all applicants for their interest in Express Employment Professionals; however, only those candidates selected for interviews will be contacted.

Express Employment Professionals is an Equal Opportunity Employer.

Our selection process includes AI-enabled tools for screening based on keywords and minimum qualifications. A human decides who moves forward.