Lead Executive Assistant

Posting Reason:

Replacement of a regular position

Job Type:

Employee

Anticipated Duration in Months (for contracts and temporary assignments):

N/A

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Chief of Staff

Campus:

Main Campus

Union Affiliation:

N/A

Date Posted (YYYY/MM/DD):

2026/10/07

Applications must be received BEFORE (YYYY/MM/DD):

2026/10/22

Hours per week:

35

Salary Grade:

Non-Union Grade NC6 - 35 hrs

Salary Range:

$76,882.00 - $96,103.00

Position Purpose
Reporting to the Chief of Staff within the Vice-President Finance and Administration Office, the incumbent will provide administrative support to senior management to ensure smooth office operations. Coordinates the planning and implementation of the senior management office’s activities and projects in order to support the attainment of the office’s strategic objectives while maintaining the highest standard of quality. Performs all duties autonomously and proactively.

May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel and prepare documents and reports.

In this role, your responsibilities will include:
Administrative Writing:  Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of senior management. Creates and maintains templates for outbound official communication from offices of senior management, in compliance with uOttawa’s regulations and with a view to protecting the service’s image. Attends senior management meetings to take notes and prepare minutes to follow up on decisions.

Prepares presentations, brochures, publications and other related documents from handwritten notes to support the chief executive. Prepares requests for approval by the Board of Governors, Senate, AC and other committees and subcommittees.
Operations Coordination:  Coordinates the planning and implementation of the senior management office’s operational activities. Ensure that the office operates optimally by developing and implementing procedures, processes and work tools that align with the office’s strategic objectives, orientations and priorities in order to provide senior management with a standardized and high-quality support service.
Schedule and Meeting Management:  Manages senior management schedules, schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings for committees and subcommittees chaired by senior managers. Maintains updated lists of members, and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files, and follows up on decisions.
Communication:  Develops, implements and maintains effective communication strategies with all faculties/services under the responsibility of the senior management office in order to ensure proper coordination of activities and events. Acts as a resource person for communications with external clients on behalf of the senior management office.
File Management:  Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes. Coordinates document archiving. Maintains a reminder system for files requiring follow-up.

What you will bring:
Postsecondary education in administration, office technology or an equivalent combination of education and work experience
Minimum 7 years of demonstrated experience in a similar role
Experience in bilingual administrative writing with excellent grammar skills
Excellent knowledge of computer software
Strong organizational skills, autonomy and judgment
Strong communication skills
Bilingual – English and French…