administrative assistant jobs in Ottawa, ON

A part-time position quickly transitioning into a permanent position depending on the incumbent's strengths abilities and schedule. Can be in part virtual.

Overview

The Long and Short

Ideal candidate owns and drives a car, has strong organizational and research skills, enjoys taking initiative, prides themselves in being efficient and resourceful. Can identifying systems and/or solutions to free up time and eliminate tolerations. Technically savvy, fluency in English are a requirement and some spoken French are a definite asset.
Hours are flexible and tasks can be and will be executed both on site and
virtually. These include but not limited to:

​​Entry level administrative support & organization (ie paying bills, submitting invoices, editing documents)
​​Personal assistant type tasks (such as booking appointments, booking travel, research of personal and professional requirements, purchases, running errands)
​​Organizational & decluttering projects - selling & purchasing items online and arrange charity drop-offs
​
Interest or Experience in food OR events industry is a HUGE asset.

We are seeking a dynamic and experienced individual to oversee daily operations, manage projects, who enjoys taking initiative and is passionate about their work. The ideal candidate is a social being with strong leadership, communication, and analytical skills, able to coordinate across departments and ensure operational excellence. Fluency in English is required with ability to engage in professional circles. French is a definite asset to facilitate effective communication within a multilingual customer base. This role offers an opportunity to influence strategic initiatives and drive continuous improvement within our organization and community.

Are you looking for a meaningful "Second Act"?

About Us...

We are a 15-year legacy catering and events brand in Ottawa. As our owner transitions into a more public-facing role, we are seeking to bring on a "Logistics Architect". This can be an entry-level role for someone who is driven to learn quick or a high-impact position for a mature, experienced professional who finds joy in a flawless event flow and pride in execution. Familiarity with the greater Ottawa community is an asset.

The Role: A "Numbers Person" with a "People Heart"

You will pivot between the office, the kitchen, and the ballroom, managing the "behind-the-scenes" magic that keeps our reputation flawless.

• Logistics & Admin: Managing scrupulous financials, administrative organization, and kitchen assistance with a "sense of urgency."
• Sales & Client Success: Handling the "hustle" of the Ottawa event industry with the polish and social intelligence that only comes from years of experience.
• Strategic Partnership: Reporting directly to the owner, you will provide creative input and take the initiative to solve problems before they arise.

What We Are Looking For (The "Unicorn" Profile):

• You have a proven track record in management, high-end hospitality, or corporate administration.
• You are ultra-organized. You treat company resources as if they were your own.
• You have high EQ. You can close a sale with grace and socialize with industry leaders at galas and tastings.
• While we offer a stable base and commissions, you are primarily motivated by the "Art of the Event" and the desire for a professional partnership based on chemistry.
• You are someone who takes the initiative and thrives on being part of a team

Why Join Us?

• Flexibility: A consistent 20-hour week that respects your life-work balance.
• Mentorship & Growth: Work directly with a senior-level tenured management during a major brand expansion.
• Social Engagement: Represent the brand at premier Ottawa venues and industry events.

How to Apply:

We value stories over bullet points. Along with your resume, please include a brief cover note telling us:

• Why a "passion-first" role is the right fit for you at this stage of your life.
• What is "passion first" to you and give a real life example

Responsibilities

• Lead and supervise operations to ensure efficient workflow and high-quality service delivery
• Manage multiple projects simultaneously, ensuring timely completion and adherence to objectives
• Develop, implement, and monitor operational procedures to optimize productivity and efficiency
• Communicate effectively with team members, stakeholders, and clients in English (French is a huge asset)
• Conduct analysis of operational data to identify areas for improvement and implement corrective actions
• Negotiate with vendors, clients, and internal departments to secure favorable terms and resolve issues
• Provide leadership in training, mentoring, and performance management of staff
• Coordinate cross-functional activities to support organizational goals and customer satisfaction

Requirements

• Proven experience in working within an operational or project management environment
• Strong leadership skills with the ability to motivate and guide diverse teams
• Excellent communication skills in English; proficiency in French is highly desirable
• Demonstrated project management capabilities with a track record of successfully managing multiple initiatives
• Analytical skills to assess data, identify trends, and develop actionable insights
• Customer service orientation with the ability to handle negotiations effectively
• Multilingual abilities that facilitate collaboration across different language groups
• Exceptional organizational skills with attention to detail and problem-solving abilities

Job Types: Full-time, Part-time, Fixed term contract

Pay: $38,500.00-$41,000.00 per year

Expected hours: 20.0 – 40.0 per week

Benefits:

• Casual dress
• Company events
• Flexible schedule

Application question(s):

• How long ago did you last work? For how long? What was your last position and if you are no longer there why did you leave?
• What is the most important thing you are looking for out of this position?

Language:

• French (preferred)
• English (required)

Licence/Certification:

• Food Handler Certification (preferred)
• Driving Licence (required)

Location:

• Ottawa, ON (required)

Work Location: Hybrid remote in Ottawa, ON