Executive Assistant

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 at the directors’ level, ensuring efficient operations and facilitating effective communication. The ideal candidate is a detail-oriented professional with excellent organizational skills and can manage and prioritize tasks effectively and in a timely manner. The candidate will also be a team player as at times, they will be working alongside staff members from other departments and be able to work in a fast-paced environment.

The role will see the successful candidate working three to four days s a week with flexible hours and some evening work. At least one of these days will be fully in person.

Duties and Responsibilities

The main duties of the role include:

• Manage and maintain directors’ 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 directors and internal/external stakeholders. 
• Help with collecting data and report writing. 
• Help with billing
• 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 directors. 
• 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. 

Jewish Family Services of Ottawa supports equal opportunity employment.  We are committed to a selection process and work environment that are inclusive and barrier free. Accommodations will be provided in accordance with the Ontario Human Rights Code. Applicants can make accommodation requests for the interview or selection process known in advance by contacting Jewish Family Services.

For any accommodation requests, please contact our Human Resources team at hradmin@jfsottawa.com

We thank all applicants for their interest, however, only those selected for an interview will be contacted.