Job Overview
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About the Opportunity
Our client is seeking a highly organized and proactive Executive Assistant & Office Coordinator to support senior leadership and ensure the smooth day-to-day operations of a small, collaborative office environment. This is a permanent, primarily onsite role based in Ottawa, ideal for an experienced administrative professional who thrives in a dynamic, multi-faceted position supporting governance and office operations.
Reporting to the President& CEO, this role provides a blend of executive support and office coordination. The successful candidate will play a key role in supporting leadership, coordinating meetings, and ensuring operational efficiency across the organization.
Duties include but are not limited to:
- Governance Support
- Coordinating virtual and in-person meetings for leadership, Board, and committees
- Preparing and distributing meeting materials (agendas, reports, presentations)
- Taking meeting minutes and maintaining records
- Tracking action items and ensuring timely follow-up
- Executive & Office Administration
- Providing direct administrative support to the President & CEO (calendar, scheduling, correspondence)
- Managing the corporate calendar and key organizational deadlines
- Monitoring and responding to general inbox inquiries
- Processing invoices and expense claims
- Maintaining office procedures, records management systems, and workflows
- Acting as the main point of contact for external IT support
- Providing backup support for communications tasks (website updates, newsletters, and social media)
- Supporting additional administrative functions and special projects as required
- This is a hands-on role requiring strong organizational skills, attention to detail, and the ability to manage multiple priorities in a small team environment.
About You
The successful candidate will have the following:
- Post-secondary education in a related field or equivalent experience
- Minimum 5 years of relevant administrative experience
- Strong organizational, prioritization, and documentation skills
- Excellent communication skills in English (French is an asset)
- Proficiency with Microsoft Office and web-based tools; experience with databases/CRM systems and website platforms considered an asset
- Ability to work collaboratively with internal and external stakeholders, including senior leadership and board members
- Proactive, detail-oriented, and able to manage competing priorities
- Comfortable working in a small, team-oriented environment
- Flexible and adaptable, with the ability to meet deadlines and manage occasional peak periods
About the Job
Location: Ottawa, ON (onsite minimum 4 days/week)
Duration: Permanent
Hours: Full-time (8:30am-4:30pm, 37.5 hours/week)
Salary: $55,000 to $60,000
Benefits: Comprehensive package including health, dental, life, disability, RRSP contributions, vacation, and health spending account
LROLES
Job Detail
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Job ID 209644
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Download Job PDF Click here to download
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Name/Company NameLRO Staffing
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Websitehttps://www.lrostaffing.com/
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Salary$55,000–$60,000 a year - Permanent
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Start Date24.04.2026
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CityLRO Staffing Ottawa 601 Bank Street, Suite 200 Ottawa, ON K1S 3T4
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How to apply?Applicants are required to create an account on Jobsrack before proceeding to the company website to complete their application. Interested candidates should also send their updated resume to executivesupportperm@lrostaffing.com
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