Executive Assistant, VP Group, Ahuntsic North

Executive Assistant, VP Group Position Summary and Responsibilities: The Executive Assistant will coordinate the effective operation of select Executive Leadership Team representatives including the Vice‑Presidents and Chief Officers, Resource Development, Human Resources, Technology, Finance and Marketing and Communications offices by providing senior‑level administrative management and logistical support. They will support these departmental and team leaders in schedule and calendar management, administrative documentation and enhancing connectivity across the organization. This position also supports external communications with volunteers, stakeholders, partners, etc., coordinating meetings or supporting outreach and/or follow‑up on behalf of the executive team member. The executiveassistant will also be able to support special projects anchored in priorities which support the organization’s Strategic Plan and/or departmental or team objectives. The Executive Assistant can work independently and with colleagues from other departments to ensure the best possible service is provided to all stakeholders. They want to join a high‑performing, collaborative team and can thrive in a remote working environment. This hybrid position is based in Ottawa and serves the regions of Prescott‑Russell, Ottawa, Lanark and Renfrew counties. You are expected to work from the office two days per week.

Job Qualifications Education

Post‑secondary diploma in Office Administration or a combination of education and experience relative to the role

Experience

Minimum 3 years of experience at a senior administrative level

Knowledge, Skills, and Abilities

Strong communication skills, oral and written

Excellent time management, organizational and planning skills

Highly proficient with Microsoft applications like Word, Excel, PowerPoint, and Outlook, and videoconferencing tools

Keen attention to detail

Proactive problem solver and thinker

Ability to maintain records in approved UWEO spaces such as local servers, SharePoint and OneDrive

Ability to take minutes both manually and occasionally with approved AI technology while ensuring final distribution of meeting minutes, action items and are appropriate, accurate and in accordance with UWEO AI Policies

Ability to work independently or as part of a team

Strong commitment and ability to manage confidential and sensitive information in a professional manner

Ability to utilize the internet and social media for news and information gathering

Flexibility– occasional need to work offsite, outside traditional business hours

Excellent verbal and written communication skills in English; ability to communicate in French would be considered a significant asset

Demonstrated ability to solve problems and think strategically and effectively, in demanding situations

Demonstrated ability to work both independently and collaboratively

Models at all times United East Ontario’s desired culture and values

Ability to work in both in person and virtual environments

Able to work effectively under pressure and to meet deadlines

Proficient use of AI technology for note taking and recording meetings, while ensuring final minutes and notes

Criminal and Credit Check required

G class driver’s licence or equivalent with access to a vehicle

Familiarity and interest in AI systems considered an asset

The United Way East Ontario is actively committed to increasing its representation of the diversity of the communities we serve. Applicants are encouraged to self‑identify. As part of this commitment, we strive to reduce barriers to participation and have a wide range of accommodations available to applicants. Please advise if you require accommodation throughout the recruitment process. While bilingualism is not a requirement for this position, candidatesare encouraged to highlight their language proficiency.

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