Join our dynamic team at PAA Advisory | Conseils as an Administrative Assistant, where you will support the Senior Operations Manager in a variety of administrative, coordination, and operational tasks. This role, based in our downtown Ottawa office, is essential to the smooth functioning of the team and will provide valuable experience in a fast-paced environment.
Key Responsibilities:
- Assist in scheduling and calendar management for our Managing Partner;
- Act as the first point of contact for visitors and deliveries, directing them to the appropriate personnel or office;
- Manage and distribute incoming mail and deliveries;
- Assist in organizing meetings, company/client events, conference room bookings, and office space coordination;
- Help maintain office supplies, equipment, and furniture, ensuring proper inventory levels;
- Track and maintain accurate financial records for office expenses and costs;
- Draft and design presentation materials using Microsoft Word, PowerPoint, Canva, Adobe, and other tools;
- Update and manage data in Excel and other administrative software;
- Contribute to weekly administration and operations meetings, and summarize meeting notes for internal distribution;
- Coordinate with external partners to resolve technical issues when necessary;
- Maintain a clean, organized, and well-stocked office, including common areas and boardrooms;
- Assist in managing the organization’s website and social media platforms such as WordPress, LinkedIn, and Twitter;
- Continuously evaluate and suggest improvements to existing administrative processes to enhance efficiency;
Requirements & Skills:
- Graduate of a bachelor’s or diploma program in Office Administration, Business Administration, or a related field.
- Minimum of 2 years of experience in an administrative role (e.g., office assistant, receptionist, secretary).
- Exceptional communication and interpersonal skills.
- Strong reliability and punctuality.
- Excellent organizational skills and the ability to solve problems independently.
- Self-starter with the ability to work proactively.
- Fluent in English, both written and spoken.
- Ability to anticipate and address the needs of clients and colleagues.
- Proficient in Microsoft Office 365, Windows, and other standard software applications.
- Familiarity with office management procedures and basic administrative principles.
- Functional knowledge of French is a strong asset.
- Design experience with Canva is a plus.
This is a full-time position based in Ottawa. Salary range for this position will vary based on experience and includes full health and dental benefits and the opportunity for bonuses.
To express your interest in this position, please submit your CV and cover letter by Friday, February 21 at 5 p.m. EST. In it, please include a specific example of a time you faced a challenge in a previous administrative role and how you solved it with minimal supervision.
Click here to apply today!
Thank you for your interest in PAA Advisory | Conseils. Only candidates selected for an interview will be contacted.
