Executive Assistant

at  Jewish Family Services Ottawa

JFS Ottawa is a multi-service non-profit community agency helping individuals and families across generations and cultures to achieve stability, independence and belonging.
Core service areas include mental health and wellbeing, social supports, and services for seniors, newcomers, and diverse communities.
Our work is grounded in Jewish values, and we seek to build a community through the pursuit of social justice and inclusivity.
Position Summary
The Executive Assistant will provide high-level administrative support to the Executive Director, ensuring efficient operations and facilitating effective communication. The ideal candidate is a detail-oriented professional with excellent organizational skills and can manage multiple tasks simultaneously. The candidate will also be a team player as at times, they will be working alongside staff members from other departments.
The role will see the successful candidate working three days a week from our offices with flexible hours and some evening work.
Duties and Responsibilities

Qualifications/Experience

• Bachelor’s degree or equivalent work experience.
• Proven experience as an executive assistant or in a similar administrative role.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, OneDrive etc).
• Ability to handle multiple tasks and prioritize effectively.
• High level of discretion and professionalism.
• Strong interpersonal skills and ability to work well with diverse teams

Preferred qualifications

• Experience in social services
• Additional certifications in office administration or related fields

• Manage and maintain executives’ schedules, including arranging meetings, appointments, and travel itineraries.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle confidential information with discretion and professionalism.
• Coordinate and manage special projects and events as assigned.
• Serve as a liaison between executive and internal/external stakeholders.
• Support Board of Directors, and Annual members, as well as take the lead on our Annual General Meeting
• Help with collecting data for reports and presentations.
• Assist in the preparation of meeting agendas, take minutes, and follow up on action items.
• Monitor and respond to emails and other forms of communication on behalf of executive.
• Provide support to reception staff including lunch coverage
• Demonstrated ability to adapt, pivot with competing tasks
• Other duties as assigned.

Qualifications/Experience

• Bachelor’s degree or equivalent work experience.
• Proven experience as an executive assistant or in a similar administrative role.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, OneDrive etc).
• Ability to handle multiple tasks and prioritize effectively.
• High level of discretion and professionalism.
• Strong interpersonal skills and ability to work well with diverse teams.

Preferred qualifications

• Experience in social services
• Additional certifications in office administration or related fields.