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Quantum Management Services Ltd.

Executive Assistant - Ottawa

Ottawa, ON, Canada

$65,000 to $80,000 CAD / year · Full-time

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Job details

Pay: $65,000 to $80,000 CAD / year
Job type: Full-time
Apply by: Nov 28, 2026
Posting language: English
Posted: Oct 29, 2026

Original job description

Position: Executive Assistant
Location: Ottawa, ON - Hybrid
Salary: $65,000-$80,000 per year, based on experience
Benefits: Available after three months
Posting Type: Open vacancy
Hybrid Schedule: Three days per week in office, reduced to two during summer

Our client is seeking an Executive Assistant to work closely with the CEO and support the Board of Directors of a small, collaborative not-for-profit organization. This varied opportunity combines executive support, meeting and event coordination, and hands-on involvement in daily operations.

Reporting to the CEO, you will coordinate governance activities, keep documentation and follow-ups organized, and provide administrative support across the office and its program teams.

Key Responsibilities:

- Coordinate Board, committee, management and annual general meetings, including scheduling, agendas, briefing packages and meeting logistics.
- Record meeting minutes, distribute approved records, track action items and follow up on outstanding commitments.
- Maintain Board materials and governance documents in SharePoint, and coordinate electronic voting and Board evaluation processes.
- Arrange meetings and travel for the CEO and staff, and organize venues, accommodations and catering for Board events.
- Support program administration by processing documentation, updating databases, preparing certificates and responding to inquiries.
- Assist with committee appointments, approval processes and related records.
- Coordinate employee activities and team events, and assist with operational projects and ERP-related administration.
- Maintain office supplies and inventory, coordinate mail and provide general administrative support.

Qualifications:

- At least five years of administrative experience, which can combine general administration and executive support.
- Experience working in a small organization.
- Strong organizational and time-management skills, with the ability to manage competing priorities and maintain accurate records.
- Excellent interpersonal and communication skills, with a service-oriented approach.
- Working knowledge of Microsoft Word, Excel, email and Adobe Acrobat, plus some database experience.
- Basic understanding of accounting and governance.
- University degree or college diploma preferred.
- French language proficiency is an asset.

This role suits an organized, adaptable administrative professional who enjoys supporting senior leadership, working closely with colleagues and managing the practical details that keep an office running smoothly.

Please send your resume in Word format to Ilse den Besten at ilse.denbesten@quantum.ca.

REFER A PERM HIRE AND EARN A CASH BONUS! For details, click here.

All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process.

#ottsec

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More about this job

Responsibilities

Support the CEO and Board of Directors by coordinating meetings, governance processes, documentation, travel, and events. Provide administrative support to program teams and daily office operations, including records, databases, supplies, and operational projects.

Requirements

At least five years of administrative experience, including executive support, and experience in a small organization are required. Candidates should have strong organizational, communication, and time-management skills, working knowledge of Microsoft Office, email, Adobe Acrobat, and databases, and a basic understanding of accounting and governance; a university degree or college diploma is preferred, and French is an asset.

Skills

Executive Support
Board And Committee Coordination
Meeting Planning
Minute Taking
Action Item Tracking
Governance Documentation
SharePoint
Travel Coordination
Event Planning
Program Administration
Database Management
Microsoft Word
Microsoft Excel
Adobe Acrobat
Recordkeeping
Time Management

Visa sponsorship

Not detected in the job text

Hiring contact

Ilse den Besten

Hiring contact email

ilse.denbesten@quantum.ca

Keywords

Executive Assistant
Executive Support
Board Of Directors
Governance
Board Meetings
Committee Meetings
Annual General Meetings
Meeting Minutes
Action Item Tracking
SharePoint
Electronic Voting
Board Evaluations
Travel Coordination
Event Coordination
Program Administration
Database Management
Microsoft Word
Microsoft Excel
Email
Adobe Acrobat
Accounting
ERP Administration
Office Administration
Not-For-Profit Organization
Records Management

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