Executive Assistant-Executive Team

Overview

Executive Assistant — Full Time Permanent, Ottawa, Ontario, Canada (Hybrid role). 1 vacancy.

If you enjoy being at the centre of a fast-paced, purpose-driven environment, this role offers a unique opportunity to work closely with senior leadership. Reporting to the Manager, Corporate Governance, the Executive Assistant provides high-level administrative, coordination, and governance support to the Executive Directors, helping keep priorities aligned and operations running smoothly.

You’ll be a key member of the Corporate Governance team, supporting the Executive Team and the committees they oversee, ensuring strong coordination, streamlined workflows, and clear, timely communication across the organization. Working in close partnership with the CEO’s Office, you’ll act as a trusted liaison and play an important role in supporting effective time management, continuous improvement, and sound governance practices.

• Provide comprehensive administrative support to ET members, including calendar management, meeting coordination, and monitoring key priorities, deadlines, and action items.
• Coordinate and support executive meetings, prepare and distribute agendas and materials, anticipate information needs, record minutes, outline next steps, and follow up on action items.
• Work closely with ET members to ensure alignment, timely information flow, and effective preparation for internal and external engagements.
• Support ET-led initiatives, retreats, leadership sessions, committee meetings, and cross-organizational activities.
• Maintain secure and confidential filing systems and manage all documentation relevant to the ET and their meetings/committees.
• Ensure efficient functioning of the office by coordinating information, anticipating needs, and supporting the resolution of emerging issues.
• Assist in the development of agendas, minutes, briefing materials, presentations, and background documents for ET.
• Support annual budget activities related to ET, including sponsor ships, memberships, committee work, and corporate liaison functions.
• Monitor expenditures and track budget usage during the fiscal year.
• Provide administrative and logistical support to assigned committees, including scheduling meetings, preparing agendas and materials, coordinating logistics, and recording minutes and action items.
• Coordinate meeting requests between Council members and ET members, ensuring timely scheduling and effective communication.

• Five years’ experience providing administrative support to senior level executives.

• Advanced knowledge of MS Word, PowerPoint, Excel, and Outlook.
• Proficient in maintaining electronic calendars, schedules, and organizing meetings, teleconferences, and video conferences.
• Skilled in developing and maintaining paper and electronic filing systems.
• Experienced in coordinating and managing budgets.
• Knowledge of committee meeting management best practices, including preparing agendas and minutes, tracking action items, and providing guidance to the Chair and members.

• Excellent verbal and written communication skills with the ability to write, proofread and edit.
• Comfortable using AI and modern technologies as they emerge.
• Demonstrates professionalism, confidentiality, and discretion, with well-developed people skills grounded in diplomacy and tact, even in high-pressure or sensitive situations.
• Superior organizational and time management skills.
• Ability to anticipate next steps and take initiative.
• Ability to work well under pressure and manage multiple priorities.
• Strong attention to detail and accuracy.
• Sound critical thinking skills.

• Diploma in Office/Business Administration

• Advanced oral and written skills in English are required; oral and written skills in French are considered an asset.

• A defined benefit pension plan.
• A complete benefits package from day one.
• Three weeks of vacation to start.
• Company-paid holidays, including a December closure.
• A 35-hour work week.
• Compressed and telework options.
• Free onsite parking.
• Free virtual Mobility and Strength & Conditioning classes.

The MCC is an equal opportunity employer, committed to diversity and inclusion in the workplace at all levels of its organization. Our team fosters belonging by welcoming and valuing people with diverse backgrounds and incorporating their experiences and perspectives into our work.

AI-based tools from third-party platforms may be used to support application screening and candidate matching. Human recruiters review all applications and make final hiring decisions. Accommodations can be provided at all stages of the hiring process; applicants should make their needs known in advance. Please note that only those invited for an interview will be contacted.