Executive Assistant

Location: Ottawa, ON, on-site at the main office on Carling Avenue
Language: Strong written and spoken English required. French/English bilingualism is considered an asset
Duration: 4-week contract, with the possibility of extension
Hours: Monday to Friday, 8:00 a.m. to 4:00 p.m.
Background Check Requirement: Criminal Record Check (CRC), immunization attestation and 2-step TB testing required. 

About the Opportunity
We’re looking for an experienced Administrative Assistant/Executive assistant to step into a short-term contract supporting an Executive Director within a healthcare organization. You’ll be a trusted administrative partner, helping keep a busy executive office organized through thoughtful calendar management, meeting coordination, records administration and day-to-day operational support.

Working on-site with leaders and teams across the organization, you’ll help ensure priorities stay on track and information moves smoothly. This is a great opportunity for someone who can quickly get up to speed, anticipate needs and bring a calm, organized approach to a fast-moving environment.

What’s In It for You
You’ll gain hands-on exposure to executive-level operations within a complex healthcare environment while working closely with senior leadership. It’s an opportunity to make an immediate impact, strengthen your executive support experience and contribute to a collaborative, service-focused workplace.

Your Responsibilities
• You’ll manage executive calendars, meetings, schedules, agendas, materials and follow-up activities.
• You’ll coordinate communications and prepare correspondence, reports, presentations and briefing materials.
• You’ll maintain accurate and confidential records, filing systems and administrative documentation.
• You’ll support financial administration through expense tracking, budget monitoring and related reporting.
• You’ll coordinate project activities by tracking timelines, deliverables, action items and potential delays.
• You’ll liaise with internal and external stakeholders to keep priorities and activities moving forward.

Skills and Qualifications
• 5+ years of progressive senior administrative experience, ideally supporting senior leaders, or previous Executive Assistant experience.
• Post-secondary education in Business Administration, Office Administration, Office Management or a related field is preferred.
• Previous healthcare, public sector or non-profit experience is considered a strong asset.
• Advanced proficiency with Outlook, Word, Excel and PowerPoint, with experience using MS Teams, Zoom, SharePoint, Adobe Acrobat or similar tools.
• Strong calendar management, records management, budget tracking and project coordination capabilities.
• Excellent written and verbal communication skills, with strong attention to detail and professional judgment.
• Proven ability to handle confidential information, prioritize competing demands and work independently in a busy environment.

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.