Executive Assistant, Office of the CEO & COO
$75,000–$90,000 year
On-siteOttawa, Ontario, Canada
Job Summary
Manage the calendars of the CEO and COO, including scheduling, prioritizing, and coordinating meetings, travel, and related logistics. Prepare, edit, format, and proofread executive correspondence, reports, presentations, proposals, briefing notes, and meeting materials. Coordinate executive approvals, signatures, and authorizations for key organizational documents while maintaining accurate and confidential records. Track executive decisions, commitments, action items, and deliverables arising from leadership meetings and strategic initiatives using trackers and dashboards. Prepare concise status summaries for the CEO and COO that identify completed actions, upcoming deadlines, outstanding decisions, risks, and matters requiring executive direction. Coordinate information requests across departments and ensure materials are complete, accurate, and submitted within required timelines. Act as a key point of contact between the CEO, COO, Business Unit Leaders, internal teams, clients, government stakeholders, and external partners. Prepare agendas, briefing materials, presentations, and meeting packages for senior leadership meetings; attend meetings to record decisions, minutes, and action items. Support the administration of the Continuous Improvement Executive Committee (CIEC) portfolio, including meeting logistics, document management, reporting, and governance processes. Maintain executive-level action registers and follow up with responsible parties on outstanding commitments. Represent the Executive Office with tact and professionalism while handling sensitive corporate, financial, personnel, legal, and strategic information with discretion.
Required Qualifications
- Minimum of 5 years of experience supporting a senior executive, principal, partner, or leadership team in a demanding, fast-paced professional environment
- Demonstrated experience managing complex calendars, executive meetings, competing priorities, and time-sensitive requests
- Exceptional organizational, communication, coordination, and follow-through skills
- Strong ability to prioritize work independently, exercise sound judgment, and remain composed while managing multiple deadlines and changing demands
- Excellent written and verbal communication skills, with the ability to prepare polished correspondence, presentations, briefing materials, reports, proposals and meeting documentation
- Experience preparing meeting agendas, materials, minutes, action registers, and follow-up communications for senior leadership or committee meetings
- Experience tracking deliverables, milestones, executive decisions, action items, and cross-functional initiatives using trackers, dashboards, or project-management tools
- Strong proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint
- High degree of professionalism, discretion, and ability to manage confidential corporate, financial, personnel, legal, and strategic information
- Ability to work independently while building effective working relationships with Business Unit Leaders, Senior Leaders, Operating Teams, external advisors, consultants, and other stakeholders
- Strong attention to detail and demonstrated ability to maintain accurate, organized, and accessible records
Desired Qualifications
- Experience supporting senior leadership in a real estate development, construction, home-building, architecture, engineering, professional-services, or other project-based organization
- Familiarity with executive reporting, governance documentation, document control, record-retention practices, and multi-entity or portfolio-level coordination
- Experience supporting board, executive committee, management committee, government, or other senior stakeholder meetings
- Familiarity with development and construction terminology, including schedules, budgets, approvals, consultant deliverables, contracts, change orders, project reporting, and site meetings
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