Executive Assistant

Ottawa Tourism’s vision is to be one of Canada’s most visited, sustainable, vibrant, and valued urban destinations and the tourism authority for key economic development and city-building decisions in Ottawa. Ottawa Tourism's mission is to market and sell Ottawa as a compelling leisure and business destination and lead or participate in initiatives that improve Ottawa’s visitor experience. We contribute to the broader economic development objectives of the city and the success of our stakeholders and, by doing so, enrich the quality of life for all Ottawa residents.

Reporting to the Vice President, Operations & Culture, the Executive Assistant & Office Manager is a trusted partner to the President & CEO, responsible for executive office coordination, board and committee governance support, office administration, stakeholder liaison, and executive project management.. The Executive Assistant will also manage the inventory of office supplies, equipment, and facilities to ensure a well-maintained and organized work environment.

Ottawa Tourism places a strong emphasis on operational excellence. The Executive Assistant & Office Manager will play a vital role in ensuring the smooth operation of the office and supporting the leadership team. The Executive Assistant's responsibilities will encompass managing the President & CEO's schedule, coordinating meetings and events, handling correspondence, and ensuring timely follow-up on important matters. The role requires a high degree of organizational skill, attention to detail, and confidentiality.

The Executive Assistant will also be responsible for adapting to evolving tasks and responsibilities and providing valuable feedback to enhance operational efficiency.

This position is based out of the Ottawa Tourism offices in beautiful downtown Ottawa. Ottawa Tourism employs a hybrid work model, with some ability for all employees to work remotely. In some cases, certain positions will have an ongoing requirement to maintain a physical presence in the office. Such details will be discussed during the application process.

• Exceptional written and verbal communication skills.
• Strong organizational, administrative, and project management abilities.
• Sound judgment, discretion, and professionalism when handling confidential information.
• Ability to prioritize competing demands, think critically, and make effective decisions in a fast-paced environment.
• Strong stakeholder management, relationship-building, and interpersonal skills.
• Proactive, resourceful, and able to anticipate needs and solve problems independently.
• Adaptable, flexible, and able to work effectively both independently and collaboratively.
• Ability to exercise sound judgment and maintain focus on organizational priorities in support of executive-level decision-making.

• Proactively manage the CEO's time, ensuring focus on the organization's highest-impact strategic, governance, stakeholder, advocacy and leadership priorities. Assess incoming requests and recommend appropriate actions, delegation opportunities, or responses.
• Provide executive office management and administrative support to the President & CEO through effective coordination of information, priorities, communications and workflows. Balance and process expense reports, schedule and organize meetings, manage calendars, create and maintain files, and perform other executive administrative assignments as required.
• Support the Board of Directors and Board committees through meeting scheduling, agenda development, board portal administration, document management, minute coordination, action item tracking, governance records management, and support of annual governance processes
• Manage office administration and staff…