Executive Assistant – Office Manager

Ottawa Tourism

Executive Assistant managing CEO scheduling, board governance, and office operations for Ottawa’s tourism marketing authority. Coordinating stakeholders, strategic projects, events, travel, and confidential executive workflows.

Posted 8/21/2026full-timeOttawa • 🇨🇦 CanadaMid-LevelSenior💰 CA$68,956 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in executive office management, including calendar management, meeting coordination, and document management, while maintaining discretion and confidentiality. Proficient in stakeholder management and project coordination, ensuring effective communication and organization within a fast-paced environment.

Highest-signal resume keywords

Executive Office ManagementBoard Support and GovernanceProject ManagementMicrosoft Office Suite ProficiencyBilingual Communication

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementDocument ManagementMeeting CoordinationExpense ReportingAction TrackingProject CoordinationOffice Software ProficiencyTravel ArrangementGovernance Process SupportConfidential Information Handling

Soft Skills

Written CommunicationVerbal CommunicationOrganizational SkillsInterpersonal SkillsProblem-Solving Skills

Tools & Technologies

Microsoft 365 CopilotDigital Communication Tools

Industry Keywords

TourismHospitalityDestination ManagementGovernance RecordsStakeholder Management

About the role

Key responsibilities & impact

Proactively manage the President & CEO’s schedule and prioritize requests for the CEO’s time and attention
Provide executive office management and administrative support, including expense reports, meeting coordination, calendar management, correspondence, files, and workflows
Support the Board of Directors and committees with scheduling, agenda development, board portal administration, document management, minutes, action tracking, and governance records
Manage office administration and staff functions, including building maintenance requests, stakeholder ticket allocations, VIP event logistics, and the social committee
Handle confidential correspondence and information, escalating matters where appropriate
Organize employee engagement activities, events, initiatives, and recognition programs
Provide administrative support to other executive-suite members
Liaise between the Executive Office and internal and external stakeholders
Prepare meeting materials, agendas, presentations, records, and action tracking for CEO-led meetings
Coordinate strategic projects led by the President & CEO, tracking milestones, deadlines, stakeholders, and deliverables
Maintain executive action-tracking systems and monitor leadership, board, and committee commitments
Use Microsoft 365 Copilot and related productivity technologies to improve executive workflows
Arrange domestic and international travel for the CEO, including flights, hotels, and itineraries
Ensure the CEO’s office is organized and equipped with necessary resources, supplies, and technology

Requirements

What you’ll need

5 years’ related experience providing administrative support at the executive level
Experience supporting a board of directors or governance process
Excellent written and verbal communication skills
Strong organizational, administrative, and project management abilities
Strong stakeholder management, relationship-building, and interpersonal skills
Ability to prioritize competing demands, think critically, and make effective decisions in a fast-paced environment
Proficiency in office software, including Microsoft Office Suite, and digital communication tools
Ability to maintain composure and professionalism under pressure
Discretion and confidentiality in handling sensitive information
Strong problem-solving skills
Bilingualism in both of Canada’s official languages is an asset
Previous experience in tourism, hospitality, or destination management/marketing is an asset
Experience working with board members is an asset

Benefits

Comp & perks

Hybrid work model with some ability to work remotely
Employee engagement activities, events, and initiatives
Employee recognition programs
Inclusive and equitable workplace
Workplace accommodations available upon request