Company: First Lake Solutions Location: Ottawa, Ontario (Hybrid) Employment Type: Full-time, permanent Reports to: President
About First Lake Solutions
Founded in 2021, First Lake Solutions is a specialized government relations and public affairs firm headquartered in Ottawa, with team members in Ottawa, Halifax, and Montreal. We work nationally, supporting associations, municipalities, and mission-driven organizations across Canada - primarily in housing, infrastructure, economic development, industry, skilled trades, and health. Our mission is simple: deliver the highest return on investment in public affairs services in Canada.
What We Need
First Lake Solutions is seeking an Executive Assistant to provide administrative and operational support to our President and senior leadership team. This is a dynamic role for a highly organized, proactive, and adaptable professional who can anticipate needs, solve problems, and manage competing priorities.
Experience providing administrative support to senior managers or executives and coordinating multiple priorities in an office environment is essential. Experience in the political, public affairs, government, or professional services environment would be considered an asset.
About the Role
The Executive Assistant will work primarily with the President while also supporting other members of the team as directed, keeping the company organized and ensuring that priorities, commitments, meetings, communications, and day-to-day operations run smoothly. The role requires discretion and sound judgment, as the Executive Assistant will have access to confidential information and will regularly interact with clients, contractors, professional advisors, and other external stakeholders.
This is a hybrid position based in Ottawa. The nature of the role requires flexibility, and in-person attendance may be needed for meetings, events, or office operations. Occasionally, events before or after traditional office hours will require your attendance, for which you will be provided time in lieu.
Key ResponsibilitiesExecutive Support
- Manage the President's calendar, inbox, and correspondence, prioritizing requests and managing access so important work is addressed in a timely manner.
- Maintain the President's to-do list and track outstanding tasks, commitments, and follow-ups.
- Coordinate and book domestic and international travel, including transportation, accommodation, itineraries, and related logistics.
- Prepare meeting agendas, briefing materials, and other documents as required.
- Attend or facilitate internal meetings, record action items, and track deliverables to completion.
- Anticipate upcoming priorities and identify issues requiring the President's attention.
Team Coordination & Administration
- Support the senior leadership team with organizational and administrative tasks, including tracking deadlines and deliverables.
- Track team vacation and other planned absences.
- Maintain organized records and internal file storage systems.
- Help develop and refine administrative processes and systems as the organization grows.
Business Administration & Finance
- Liaise with contractors, accountants, bookkeepers, and other professional advisors.
- Assist with routine financial processes, including expense tracking, invoices, receipts, and payments.
- Manage and track company subscriptions to software, news platforms, and other services.
- Support client invoicing and follow up on outstanding invoices as required.
- Maintain organized records relating to contracts, expenses, and invoices.
Office Management
- Assist with the procurement, setup, and ongoing management of a new office space.
- Ensure office supplies and equipment are available and operational needs are addressed.
- Coordinate with landlords, building management, suppliers, contractors, and other service providers.
- Coordinate office access, meeting room bookings, maintenance, repairs, deliveries, and other operational requirements.
Client, Vendor & Events Support
- Assist with client onboarding and maintaining accurate client records.
- Track client contracts, renewals, deadlines, and related deliverables.
- Work with legal counsel and internal team members to support the administration of new contracts.
- Support the planning and coordination of internal and client events, including catering, venues, invitations, and other logistics.
Qualifications & Experience
- Completion of a formal Executive Assistant course or program, or equivalent experience.
- 3+ years of experience in an executive assistant, administrative assistant, office coordinator, or similar role supporting senior managers, executives, or a leadership team.
- Strong organizational skills, exceptional attention to detail, and excellent written and verbal communication.
- Demonstrated ability to manage multiple priorities and deadlines, work independently, and take initiative.
- Strong judgment and discretion when handling confidential or sensitive information.
- Proficiency with Microsoft Office and familiarity with common business and collaboration software.
- Experience coordinating calendars, meetings, travel, expenses, and administrative processes.
- Ability to work effectively in a hybrid environment while maintaining strong communication with colleagues.
- Bilingualism (English/French) preferred, but not required.
Assets
- Familiarity with Ottawa's political, government, or professional services community.
- Experience with contract administration, invoicing, bookkeeping, or financial administration.
- Experience supporting office setup or office management.
Compensation
We anticipate compensating the selected applicant a salary between $55,000-$65,000 per annum, commensurate with experience. We offer competitive benefits, including health plan, RRSP matching, paid vacation, among others.
How to Apply
Please submit your resume and a cover letter outlining your relevant experience to apply@thisisfirstlake.ca. We thank all applicants for their interest; however, only those selected for an interview will be contacted.
First Lake Solutions is an equal opportunity employer committed to diversity and inclusion in the workplace.
