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Added 7 mins ago
FI
Backup Administrator
FP Inc.
Toronto, ON · Scarborough, ON
- $60 to $70 CAD / hour
- Contract
Design and develop Backup Testing as a Service capability to help stakeholders validate end-to-end application recovery using Cohesity Data Protection services.
Added 7 mins ago
CO
Supervisor of Workforce Planning
City of Cambridge Ontario
Cambridge, ON
- $97,048 to $118,348 CAD / year
- Full-time
…committing to our values of Integrity, Respect, Inclusiveness and Service, the successful candidate will work together to help the City of Cambridge achieve our vision: A place for people…
Added 7 mins ago
HO
Senior Full-Stack Developer (Senior Digital Product Developer)
House of Commons of Canada Chambre des communes du Canada
Ottawa, ON
- Full-time
The House of Commons Administration delivers outstanding services to Members of Parliament and their employees in support of parliamentary democracy. Our success is made possible by our…
Added 8 mins ago
OL
Licensed Practical Nurse - Part Time
Optima Living
Medicine Hat, AB
- Part-time
Participates in the development of resident personal care or service plans under the direction of the Director of Care or designate.
Added 8 mins ago
ASSISTANT.E GÉRANT.E
Boutique La Vie En Rose
Boucherville, QC
…fonctionnement de la boutique et t’assurer que ton équipe offre un service à la clientèle remarquable. Lorsque tu remplaceras le ou la gérant.e, tu seras responsable d’atteindre les…
Added 8 mins ago
ASSISTANT.E GÉRANT.E JUNIOR
Boutique La Vie En Rose
Boucherville, QC
Veiller au bon fonctionnement de la boutique et t’assurer que ton équipe offre un service à la clientèle remarquable;
Added 8 mins ago
HOURLY ASSISTANT MANAGER
Boutique La Vie En Rose
Victoria, BC
…smoothly and that your team provides the best possible customer service. When you’re working as acting manager, your tasks will include meeting overall goals, maintaining our corporate…
Added 8 mins ago
ASSISTANT.E GÉRANT.E JUNIOR
Boutique La Vie En Rose
Laval, QC
Veiller au bon fonctionnement de la boutique et t’assurer que ton équipe offre un service à la clientèle remarquable;
Added 8 mins ago
ASSISTANT.E GÉRANT.E
Boutique La Vie En Rose
Saint-Jérôme, QC
Recognition program for years of service; Innovation program to encourage idea sharing;
Added 8 mins ago
ASSISTANT.E GÉRANT.E JUNIOR
Boutique La Vie En Rose
Saint-Jérôme, QC
Recognition program for years of service; Innovation program to encourage idea sharing;
Added 8 mins ago
JUNIOR ASSISTANT MANAGER
Boutique La Vie En Rose
London, ON
Recognition program for years of service; Innovation program to encourage idea sharing;
Added 8 mins ago
ASSISTANT.E GÉRANT.E
Boutique La Vie En Rose
Bromont, QC
Recognition program for years of service; Innovation program to encourage idea sharing;
Added 8 mins ago
EG
Manager, IT Operations
Etraveli Group
Toronto, ON
- Full-time
Founded in Toronto, Canada in 2016, Tripstack has been part of Etraveli Group since 2019. It is a B2B Flights as a Service provider and a world leader in virtual interlining.
Added 22 mins ago
D
Agent, Office work and operations
Desjardins
Levis, QC
- Full-time
Added 22 mins ago
R
Senior Relationship Manager, Real Estate, SME
RBC
Blainville, QC
- Full-time
…talent, portfolio management expertise, and knack for client service, sets the stage for…
Added 36 mins ago
UO
Undergraduate Advising and Program Assistant
University of Victoria
Victoria, BC
- Full-time
…undergraduate programs, which includes advising and admissions administration, support to the Adviser, program and office administration, responding to inquiries, maintaining databases,…
Added 37 mins ago
PC
Information Systems & Technical Support
Patterson Companies, Inc.
Cambridge, ON
- Full-time
Strong customer service, organization, communication, and independent troubleshooting skills.
Added 37 mins ago
A
Facilities Administrator
Auxly
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- $50,000 to $55,000 CAD / year
- Full-time
Greet and escort visitors, service vendors, and contractors as needed.
Added 37 mins ago
PH
Purchasing Clerk V, Supply Chain
Provincial Health Services Authority
Burnaby, BC
- Full-time
…applications to administer direct, standing, contract and repair/service orders. Duties include: recieving and processing requisitions, checking the accuracy of department and account…
Added 37 mins ago
O
Payroll Coordinator
Ornge
Mississauga, ON
- Contract
…You'll gain valuable exposure to payroll processing, benefits administration, reconciliations, year-end activities, and collective agreement interpretation while working alongside a…
Added 37 mins ago
PH
Purchasing Clerk V, Supply Chain
Provincial Health Services Authority
Burnaby, BC
- Full-time
…applications to administer direct, standing, contract and repair/service orders. Duties include: recieving and processing requisitions, checking the accuracy of department and account…
Added 37 mins ago
A
Représentant(e) Ventes internes/Inside Sales Representative
ADP
Montreal, QC
- Full-time
Intérêt marqué pour la vente, le développement des affaires, une expérience en service à la clientèle (centre d’appels, services bancaires ou commerce de détail, un atout)
Added 37 mins ago
SH
General Duty Nurse (N2) - Child Health - JL3 Pediatric ICU
Shared Health-Soins Communs
Winnipeg, MB
- Full-time
…needs. These services include independent nursing services, administration of prescribed medical treatments, a leadership role within the healthcare team, and facilitating coordination of…
Added 37 mins ago
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Admissions Clerk 4
Shared Health-Soins Communs
Winnipeg, MB
- Full-time
…required for admission, ensuring standards of exceptional customer service, professionalism and accuracy are…
Added 37 mins ago
O
Payroll Coordinator
Ornge
Mississauga, ON
- Contract
…You'll gain valuable exposure to payroll processing, benefits administration, reconciliations, year-end activities, and collective agreement interpretation while working alongside a…

Quantum Management Services Ltd.

Executive Assistant - Ottawa

Ottawa, ON, Canada

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

Apply About employer

Applications open in a new tab.

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.

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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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