The Role
The Executive Assistant supports the Ottawa office by managing calendars, preparing materials, coordinating travel, and maintaining confidentiality while liaising with clients and government offices.
Summary Generated by Built In
Edelman is a voice synonymous with trust, reimagining a future where the currency of communication is action. Our culture thrives on three promises: boldness is possibility, empathy is progress, and curiosity is momentum.
At Edelman, we understand diversity, equity, inclusion and belonging (DEIB) transform our colleagues, our company, our clients, and our communities. We are in relentless pursuit of an equitable and inspiring workplace that is respectful of all, reflects and represents the world in which we live, and fosters trust, collaboration and belonging.
Edelman has experienced unprecedented growth in recent years – growth that is reflective of the firm’s ongoing evolution from a PR agency into a communications marketing firm. We now offer several specialized areas of expertise, including public affairs, creative, social, paid media and research to help clients evolve, promote and protect their brands and their license to operate in the market. By investing heavily in specialty areas – and by focusing on collaboration, agency position, innovation, and establishing a culture of creativity – Edelman is well-positioned to continue to deliver best-in-class work to our clients in today’s complex media landscape. In Canada, Edelman has offices in Toronto, Vancouver, Calgary, Ottawa and Montreal, and more than 60 offices worldwide.
Edelman is currently hiring an Ottawa-based professional and enthusiastic Executive Assistant to support our team. Our Ottawa office is primarily a government relations and public affairs office, hosting and managing C-Suite executive clients as they engage directly with elected and appointed officials, as well as those in the public service.
This role plays an integral part in the smooth running of our Ottawa office. You must bring an entrepreneurial mindset and solid experience managing the administrative life of busy, government-oriented executives.
You are polished, professional, and diplomatic. You have gained the reputation of bringing strong administrative skills and proven history of excellent customer service, including advanced organizational skills, excellent written, oral, and interpersonal communication skills, as well as the ability to discreetly handle confidential information. You can multi-task and juggle competing priorities with a smile. You recognize the dynamic nature of politics and how a single government announcement can significantly alter an executive’s schedule.
Responsibilities:
- Calendar management: Coordinate and schedule executives’ meetings and events, including agenda development, calendar invites, and preparation of supporting documents. Consistently updating and reprioritizing the executive’s daily schedule as political and client priorities change.
- Material development: Assist with creating summary briefs, emails, reports, and presentations to enhance executive effectiveness. Draft invoices, reports, memos, letters, financial statements, and other materials using Microsoft Word, Excel, and PowerPoint.
- Expense and billing management: Prepare and process expense reports, purchase invoices, benefit claims, and timesheets.
- Professionalism: Maintain confidentiality at all times, exercising tact and discretion when liaising with government offices, clients, and other external stakeholders.
- Travel coordination: Make travel arrangements including flights and hotel bookings. Support with travel revisions as needed.
- Project and event support: Assist with planning special projects, social events, and team meetings.
- In-Office Support: Being present and available in office from Monday-Friday to support with preparing for client meetings, welcoming and hosting visitors, booking meeting rooms, ordering catering & other general office support tasks.
- Communication skills: Demonstrate strong written and verbal communication skills, with the ability to interact professionally across all levels.
- Government experience: Prior experience working with or within government or political offices, including familiarity with formal protocols and procedures.
Qualifications:
- Post-secondary training in a relevant discipline
- Minimum 5-years of experience as an Administrative or Executive Assistant
- Experience working in a government office, consulting or government relations agency environment is preferred
- Excellent computer skills including a high degree of proficiency in Microsoft Teams, Word, Excel, Outlook and PowerPoint
- Superior organizational skills with meticulous attention to detail
- Available to be in office five days a week
- Solid multi-tasking skills; able to manage and balance large volumes of work
- Strong analytical skills with the ability to exercise judgment when dealing with problems or issues that may arise
We are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience doesn’t perfectly align with every qualification, we encourage you to apply anyway. You may be just the right candidate for this or other roles.
Top Skills
Excel
Microsoft Teams
Outlook
PowerPoint
Word
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The Company
What We Do
Edelman is a global communications firm that partners with businesses and organizations to evolve, promote and protect their brands and reputations. Our 6,000 people in more than 60 offices deliver communications strategies that give our clients the confidence to lead, act with certainty and earn the lasting trust of their stakeholders.
We develop powerful ideas and tell magnetic stories that move at the speed of news, make an immediate impact, transform culture and spark movements.
Since our founding in 1952 by Dan Edelman, we have remained an independent, family-run company. We use our profits to strengthen our business, provide our employees with opportunities to grow, advance our industry, and serve as a responsible citizen of the world. Every day, we strive to live and work by a long-held set of core values: the pursuit of excellence, the freedom to be curious, the courage to do the right thing, and a commitment to improving society.
Edelman is an equal opportunity employer of all protected classes, including veterans and individuals with disabilities
