Executive Assistant + Office Manager

Why spark*

spark* is an Ottawa-based public affairs and communications agency. We work with associations, coalitions, unions, companies and NGOs to tackle complex issues, understand public opinion, build reputations and advance real-world outcomes. Our work brings together public affairs strategic counsel, public opinion research, public and media relations, creative and advertising, and media buying.

We are a close-knit team with interesting clients, big ideas and high expectations. The pace moves fast. Plans change. Deadlines matter. We value people who think for themselves, help each other out, and take pride in making an impact.

The opportunity

We are looking for someone to be the right hand to our CEO, and to take genuine ownership of our Ottawa office. This is a hands-on role at the centre of the agency: part executive assistant, part office management.

Most of your week will be spent helping the CEO stay organized, prepared and focused on clients, our people and the business. You will also make sure the office runs smoothly, support colleagues and our senior leadership team, and solve the small problems before they become big ones.

We work quickly, and direction will not always arrive as a perfectly packaged brief. Sometimes it will be a sentence between meetings or a Slack message. We need someone who can take that ball, ask the right questions if needed, and run with it.

What you will own

Keep the CEO one step ahead

• Manage a busy calendar and inbox: prioritize, schedule and reschedule, protect focus time, and make sure the day is ready before it begins.

• Prepare meetings and calls: agendas, briefing notes, materials and logistics; capture decisions and follow-ups so nothing falls through the cracks.

• Coordinate travel, reservations, correspondence and expenses, and manage commitments on the CEO’s behalf with discretion and sound judgment.

Make the office work

• Own the day-to-day experience at 71 Bank Street: a welcoming, tidy, well-stocked office, functioning equipment, meeting rooms, kitchen and supplies.

• Be the point person for building management, ensuring video conferencing is functioning, managing cleaners, deliveries, maintenance and vendors; get problems resolved rather than passed around.

• Improve routines and systems when you see a smarter, simpler way to do things. Manage incoming mail, calls and general inquiries.

Look after the team and the details

• Support the leadership team and colleagues with travel, meeting logistics, guests and catering; set up and reset rooms so every meeting is ready to go.

• Help organize team events, celebrations, retreats and client-facing hospitality.

• Coordinate practical HR administration: job postings, screener interviews, onboarding and offboarding tasks.

The person we are looking for

• You have at least two years of relevant experience in executive support, office management or administration, ideally in a busy, client-service environment.

• You are comfortable with contemporary workplace technology, curious about AI and willing to learn better ways of working.

• You communicate clearly and warmly, in excellent spoken and written English. You are candid, discreet and trusted with sensitive client, financial and personnel information.

• You are organized, adaptable and calm when priorities change. You can manage several moving parts without making the chaos someone else’s problem.

• You are practical, hardworking and unpretentious. A flawless briefing package and a clean, ready-to-use boardroom both matter.

• You move quickly without being careless. Details, deadlines and follow-through matter to you; if something is slipping, you flag it early and propose a fix.

• You have initiative. You do not need every step spelled out, and you do not wait for the same request twice. You know when to act independently and when to ask a smart question.

An interest in politics, public affairs, advocacy or campaigns is a plus, as is experience in an agency or consultancy. Neither is a prerequisite if you bring the judgment, curiosity, and a positive attitude.

The practical details

• Reports to: CEO.

• Location: 71 Bank Street, downtown Ottawa. In-office Tuesday through Thursday, with an occasional fourth day when needed.

• Hours: Monday to Friday, with core hours of 9:00 a.m. to 5:00 p.m. and occasional early starts, late finishes or quick turnarounds.

• Employment: full-time, permanent; start as soon as possible. No regular travel outside Ottawa.

What we offer

• Base salary of $80,000–$90,000, depending on experience, plus eligibility for an annual discretionary performance bonus targeted at 10% of base salary, based on individual and firm results.

• Group health and dental coverage following a three-month probation period.

• 15 vacation days, 10 paid sick days, and an office closure over the December holidays.

How to apply

Send your résumé and a short note - not a formal cover letter - to effie@tsergas.ca with “Executive Assistant + Office Manager” in the subject line.

In your note, tell us about a time you were given an incomplete or ambiguous assignment and took it forward. What were you asked to do, what did you do first, and how did it turn out?

We will review applications as they arrive and move quickly for the right person.

A few important things

This is an existing vacancy. We do not use artificial intelligence to screen, assess or select applicants. spark* welcomes applications from everyone and will provide accommodation at any stage of the hiring process on request. Everyone we interview will hear back from us with an outcome.