Senior Executive Assistant & Governance Coordinator

Job summary

The incumbent provides comprehensive administrative support to senior management, including managing schedules, coordinating meetings, and preparing official documentation. They also oversee office operations, perform data analysis for reports, and ensure effective file management and project coordination.

Job details

Follow us on LinkedIn Posting Reason: New 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: Business Operations Campus: Main Campus Union Affiliation: N/A Date Posted (YYYY/MM/DD): 2026/09/24 Applications must be received BEFORE (YYYY/MM/DD): 2026/10/05 Hours per week: 35 Salary Grade: Non-Union Grade NC5 - 35 hrs Salary Range: $69,393.00 - $86,741.00 About the Office of the Chief Risk Officer: The Office of the Chief Risk Officer offers a rewarding journey where your skills and passion for risk management will play a key role in shaping the future of the University of Ottawa. Our Office oversees Operational and Enterprise Risk Management, Insurance, Internal Audit, Protection Services, Emergency Management, and Health, Safety and Environmental Management. Our team is dedicated to ensuring the resilience and continuity of our operations. With a commitment to excellence, you'll have the opportunity to contribute significantly to promoting risk culture within our institution. We strive to be a valued partner and key player in advising and supporting University leadership, faculties, and staff, helping to foster a culture of informed decision-making. Join us in building a resilient future for the University of Ottawa and become part of our collaborative and forward-thinking team. Position Purpose: Reporting to the Senior Manager, Business Operations, the incumbent provides administrative support to senior management to ensure smooth office operations and support the implementation of projects and activities. Performs all duties autonomously and proactively. May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative processes, coordinates events and assigned projects. In this role, your responsibilities will include: Customer Service: Greets, informs and redirects people, both internal and external to uOttawa. Receives and screens correspondence and phone calls intended for senior management, determines their relevance and urgency to ensure follow-up, and informs or involves senior staff as necessary. 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 protect the service’s image. Attends senior management meetings to take notes and prepare minutes to follow up on decisions made. 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 sub-committees. Schedule and Meeting Management: Manages senior management calendars, and schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings for committees and sub-committees chaired by senior manager. 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 made. Travel Arrangements: Coordinates travel arrangements for the senior manager. Researches suppliers to obtain estimates and make the necessary reservations in compliance with uOttawa regulations. Assembles the necessary documentation, follows up and collaborates with other uOttawa sectors to finalize payment of invoices and reimbursement of travel expenses. 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. Report Production: Performs analysis and research, and compiles data, statistics and other information to produce reports that support discussions, decision making, special projects and management activities. Documentation: Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities. What you will bring: Postsecondary education in administration, office technology or an equivalent combination of education and work experience Minimum five years’ demonstrated experience in a similar role Experience in bilingual administrative writing with very good grammar skills Very good knowledge of computer software Strong organizational skills, autonomy and judgment Strong communication skills Bilingualism (French and English) #LI-GC1 Key Competencies at uOttawa: Here are the required competencies for all or our employees at uOttawa: Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities. Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible. Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them. Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team. The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more. If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute. Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

What you’ll do

The incumbent provides comprehensive administrative support to senior management, including managing schedules, coordinating meetings, and preparing official documentation. They also oversee office operations, perform data analysis for reports, and ensure effective file management and project coordination.

Requirements

Candidates must possess postsecondary education in administration or office technology and at least five years of experience in a similar role. Strong bilingual communication skills in English and French, along with proficiency in office software and administrative writing, are required.

Listed skills

• Project Coordination · Preferred
• Customer service · Preferred
• Administrative Support · Preferred
• Data analysis · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Governance coordination
• Bilingual administrative writing
• Calendar management
• Meeting coordination
• Travel arrangements
• File management
• Report production
• Data analysis
• Customer service
• Project coordination
• Office operations
• Communication skills
• Organizational skills
• Judgment
• Autonomy
• Employment Equity
• Administrative Support
• Self-Starter
• Workplace Inclusivity
• Reading Comprehension
• Business Operations
• Constructive Feedback
• Organizational Skills
• Resilience
• Enterprise Risk Management (ERM)
• Bilingual (French/English)
• Oral Comprehension
• Planning
• Research
• Teaching
• Auditing
• Multilingualism
• Brochures
• Management
• Decision Making
• Customer Service
• Communication
• Confidentiality
• Cooperation
• Creativity
• Project Planning
• File Management
• Grammar
• Leadership
• Innovation
• Internal Auditing
• Invoicing
• Risk Management
• Operating Expense

Job areas

• Administrative
• Management & Leadership
• Education
• Government & Public Sector
• Governance Coordinator
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants

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