Executive Assistant and Office Manager

Job Description

Altis Recruitment is grateful to partner with an organization within the Broader Public Sector to support the recruitment of an Executive Assistant and Office Management Support role. This position is a 6 month contract (possibility of extension) that will start on August 18, 2025.

This role provides high-level, confidential executive administrative and office management support to leadership and project teams, ensuring seamless coordination, proactive issue resolution, and operational excellence across a dynamic and fast-paced environment.

Folks with a strategic mindset and solution oriented approach to administrative support functions will thrive in this role.
Key Responsibilities:

Manages Complex Scheduling
:
Strategically oversees executive calendars, balancing competing priorities, urgent demands, and facilitating high-impact meetings.

Primary Point of Contact
:
Screens calls, visitors, and correspondence, ensuring appropriate prioritization and redirection of inquiries.

Executive & Project Support
:
Coordinates and tracks time-sensitive correspondence and documentation, ensuring timely responses and informed decision-making.

Meeting & Event Management
:
Plans and executes meetings and events, including logistics, materials, minute-taking, and follow-up on action items.

Document Preparation
:
Prepares, edits, and formats business documents with precision and professionalism.

Travel & Financial Coordination
:
Manages travel logistics, authorizations, reimbursements, procurement, and expense processes in compliance with company policies.

Administrative Systems Oversight
:
Develops and maintains systems for records management, mail handling, and executive communication protocols.

Cross-Functional Collaboration
:
Partners with executive assistants and project teams to support broader organizational needs, including Board support and multi-project initiatives.

Office Operations Management
:
Oversees office resources, relocations, and facilities coordination to maintain a productive work environment.

Qualifications:

Completion of Grade 12 and a certificate in office administration, with demonstrated experience providing executive-level administrative support in a confidential setting.

Strong working knowledge of standard office operations and administrative best practices.

Exceptional organizational and time management skills, with a keen attention to detail.

Proven ability to thrive under pressure and meet tight deadlines.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).