Executive Assistant
Renaud Foster - Ottawa, ON

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POSITION TITLE: Research and Administrative Assistant

REPORTS TO: CEO & Executive Search Team

SCOPE: Responsible for assisting the CEO and the Executive Search team with the coordination and organization of the consulting practice, conducting research for Executive Searches and business development activities.


 Compose and process correspondence in English and French
 Create, prepare, key in, edit and proofread correspondence, proposals, presentations, brochures, publications, articles, reports, forms and other material from handwritten copy or existing computer files
 Screen incoming postal correspondence and emails and reply where appropriate; submit background information if required
 Maintain a bring forward file for action requests and follow up as required
 Record minutes of in-office meetings and staff meetings
 Monitor and replenish office and kitchen supplies and equipment
 Miscellaneous tasks as assigned
 Prepare presentations
 Coordinate travel arrangements
 Manage the internal petty cash
 Be a key telephone contact for clients and candidates

 Conduct research by compiling data, statistics and other information as directed
 Organize and maintain marketing and business development files
 Participate in brainstorming sessions
 Assist in preparation of client files such as interim and final reports

 Assist the CEO with marketing and business development strategies
 Assist the CEO to organize and manage all aspects of various networking events and seminars
 Organize and maintain computerized agenda for the CEO
 Schedule and confirm appointments and meetings of the CEO
 Prepare background material for all scheduled meetings, speaking engagements and sales calls
 Make luncheon and other reservations or travel arrangements with itineraries as required
 Set up and / or maintain various manual and computerized information filing systems, client files, resource library
 Maintain up-to-date contact lists with background information


 Post-secondary education preferred
 Excellent written and oral communication skills in English and French required

 Excellent organizational and time management skills
 Multi-tasking abilities, adaptive and solution oriented
 Ability to work under tight deadlines while maintaining accuracy and remaining calm and composed
 Exceptional client focus
 Good judgment and able to self-assess priorities
 Integrity; discretion; tact & diplomacy, dependable
 Attention to detail
 Ability to interact at the executive level

 Sound administrative assistant experience with senior executives
 Researched and synthesized pertinent information
 Managed executive agendas and filling systems
 Prepared and edited correspondence
 Client contact via telephone and in-person
 Familiar with a professional, fast-paced, client-focused environment
 Experience in a professional consulting services firm an asset

 Computer proficiency in MS Word, MS Excel, MS Outlook, MS Power Point, Corel Word Perfect; Maximizer an asset


  • Professional presentation and manner; image conscious
  • Resourceful; positive, ‘can-do’ attitude
  • Self-motivated; holds self accountable for outcomes
  • Proactive; adds value
  • Able to interface at all levels
  • Can work with ambiguity and uncertainty
  • High energy, confident and team oriented


  • Commensurate with experience and qualifications