Executive Assistant and Office Administrator

Location: Ottawa, ON, Hybrid (3 days onsite: Tuesday, Wednesday, Thursday)
Language: Bilingualism in English and French, both written and spoken, is required
Duration: 9-month contract with an initial 11-week probationary period
Background Check Requirement: Criminal record check and credit check required

About the Opportunity
An established mission-driven organization in the mental health sector is seeking a highly organized and proactive Executive Assistant & Office Administrator to support senior leadership in a fast-paced and collaborative environment. This is an opportunity to step into a visible role where your ability to anticipate needs, manage priorities, and keep operations running smoothly will directly support meaningful work that impacts communities across Canada.

Working closely with the CFO and Corporate Services team, you’ll become a trusted partner who brings structure, professionalism, and calm to a busy executive office. The ideal candidate is someone who enjoys taking initiative, thrives in an environment where no two days are the same, and takes pride in creating an organized and welcoming workplace experience for both internal teams and external stakeholders.

What’s In It for You
• Join a purpose-driven organization focused on supporting mental health and wellness initiatives
• Work alongside collaborative and people-focused leadership who value initiative and professionalism
• Gain exposure to executive-level operations and cross-functional corporate services support
• Be part of a workplace culture that values kindness, teamwork, and strong interpersonal relationships
• Enjoy a hybrid work arrangement that supports flexibility and work-life balance

Your Responsibilities
• You’ll manage complex executive calendar scheduling, prioritizing competing requests and ensuring leadership stays organized and on track
• In this role, you’ll oversee contracts, approvals, inbox management, and follow-ups to help keep workflows moving efficiently
• You’ll act as a confident gatekeeper, helping manage priorities while exercising diplomacy and sound judgment
• You’ll coordinate office administration functions including supply inventory, kitchen organization, and maintaining a professional office environment
• You’ll redirect incoming inquiries and manage shared inbox communications with accuracy and professionalism
• You’ll support administrative processes including meeting coordination, document preparation, and occasional expense reporting

Skills and Qualifications
• 3+ years of experience supporting senior leadership in an Executive Assistant, Senior Administrative, or Office Administration capacity
• Demonstrated experience managing complex scheduling and executive calendars in a fast-paced environment
• Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities independently
• Bilingual communication skills in English and French, both written and verbal
• Strong interpersonal skills with the confidence to manage expectations and communicate professionally with stakeholders at all levels
• Experience working within nonprofit, healthcare, hospital, mental health, or other mission-driven environments is considered an asset
• Office Administration or Business-related diploma/certificate is preferred

Why Partner with Altis
If you’ve never worked with a staffing agency before, we make it easy. We work with top employers across Canada who have great jobs to fill, each vetted and verified by our team. When you apply for a job with Altis, we get to know you as a candidate and learn what your strengths are. Then, if you’re a solid match, we handle all the logistics, advocating for you as a candidate for the role, providing access to coaching and connecting you directly with the hiring manager. And rest assured, all our services are free of cost for candidates.

We appreciate the time and effort all applicants invest in their submissions. Please note that only candidates shortlisted for this role will be contacted directly. However, your profile will remain under consideration for future opportunities that align with your experience and career goals. All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions. Our human recruiters review all applications and always make the final hiring decision. On occasion, we also use AI-assisted tools to help review applications.