Executive Assistant

Due to an upcoming retirement, our client, a leading manufacturer serving the construction industry in Ottawa's East End, is seeking a Bilingual Executive Assistant to support the CEO and Vice President. This key role will be responsible for managing executive calendars, coordinating communications, and providing high-level administrative support. The successful candidate will also oversee travel arrangements for the executive team, vice presidents, and a national sales team of approximately 17 representatives, particularly in support of regional meetings and company events.Required skills and qualifications:Fluently bilingual in English and French (written and verbal)Experience managing calendars, scheduling meetings, and coordinating travel3-5 years of experience providing administrative support to senior executives is preferredStrong organizational, multitasking, and prioritization skillsAbility to draft, review, edit, and translate correspondence, reports, and presentationsAdvanced proficiency with Microsoft Office SuiteStrong attention to detail and accuracyAbility to work independently, take initiative, and require minimal supervisionComfortable working in a fast-paced, deadline-driven environmentAdaptable and able to work effectively with a variety of personalitiesProfessional, discreet, and capable of handling confidential informationDuties may include, but are not limited to: Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangementsServe as the primary point of contact for executives, handling internal and external communications professionallyMonitor and prioritize inboxes, responding to correspondence and directing inquiries as requiredScreen incoming calls and visitors, ensuring timely follow-up and appropriate escalation when necessaryDraft, edit, and distribute correspondence, reports, presentations, and other business documentsCoordinate communication and information flow between executives, departments, and external stakeholdersArrange travel accommodations, itineraries, and expense reporting for executive team membersPrepare and compile weekly vehicle usage and reporting data for sales representatives and directorsAdminister and track the annual customer rebate program, ensuring accuracy and timely processingOrder and maintain inventory of promotional products, marketing materials, and business cardsOrganize meetings, prepare agendas, record meeting notes, and follow up on action itemMaintain confidential records, files, and documentation with a high level of discretionSupport special projects and provide general administrative assistance to the leadership team as requiredEnsure office administrative processes are efficient, organized, and aligned with company standardsBenefits and Perks: Positive, team-oriented workplace with a great company cultureDiverse and engaging role with exposure to all areas of the organizationCompetitive health and dental benefits packageEmployer-matched RRSP programLong-Term Disability (LTD) coverageLife insurance coverageEmployee Assistance Program (EAP)Two (2) weeks of vacationPaid sick daysPaid office closure between Christmas and New Year'sSalary: $55,000 to $75,000 per year depending on experienceMonday – Friday – 8:00am – 5:00pm with a 1 hour lunchIf you are interested and believe you meet the specified qualifications, please reply to this ad with your Resume.We thank all applicants for their interest in Express Employment Professionals; however, only those candidates selected for interviews will be contacted.Express Employment Professionals is an Equal Opportunity Employer.Our selection process includes AI-enabled tools for screening based on keywords and minimum qualifications. A human decides who moves forward.