Position Title: Office Manager / Executive Assistant

Location: Ottawa, ON

Work Model: Onsite

Additional Notes:

Our Client is one of Ottawa's most established and respected owners, developers and managers of commercial and residential real estate. Our client has been a foundation to the Ottawa construction and property management market for over 50 years and has successfully transitioned through multiple generations. The organization has established a high standard and raised the bar when it relates to real estate development, home building and residential & commercial property management. With a very tenured leadership team, our client has worked across a vast portfolio of assets and leveraged their family run organization and reputation across many new initiatives and acquisitions.

We are seeking a highly organized and versatile Office Manager / Executive Assistant to provide comprehensive support to the executive team while managing key operational and administrative functions. Your robust legal background and financial acumen will enable you to oversee legal compliance, support document management for over 100 entities, and assist in financial and insurance processes.

Responsibilities Include:

Executive Support

• Provide direct administrative support to the principals and CFO, including calendar management, scheduling meetings, and coordinating travel arrangements.
• Prepare and manage expense reports, ensuring timely submissions and accuracy.
• Handle correspondence, including returning and answering calls, emails, and other inquiries on behalf of executives.
• Take minutes and notes during meetings, ensuring actionable items are followed up.

Office Management

• Maintain a well-organized office environment, including supply management and workspace coordination.
• Develop and oversee electronic filing systems, ensuring accessibility and confidentiality.
• Serve as the primary point of contact for internal and external stakeholders.

Legal Administration

• Manage minute books, corporate records, and other legal documentation for over 100 entities.
• Draft, review, and organize contracts and legal documents.
• Ensure compliance with tax and regulatory requirements in collaboration with external advisors.
• Support the review of tax compliance issues and coordinate with accountants or legal counsel as needed.

Financial and Insurance Administration

• Create and manage the organization’s insurance roster, ensuring timely renewals and compliance.
• Assist with review all documentation is present for tax compliance

The ideal candidate will bring post secondary education in business administration, legal administration, finance, or a related field, combined with at least five years of experience as an executive assistant, office manager, or legal assistant. Experience working as an Executive Assistant or Office Manager in a law firm environment would highly desirable, bringing a wealth of legal expertise to the role. We are seeking someone who can demonstrate a proactive approach, thinking one step ahead of the leaders they support, with tremendous initiative and a natural ability to anticipate needs. Strong organizational skills are essential to manage access to executives effectively, while also serving as the glue that fosters cohesion within the office.

The candidate must possess exceptional time management skills, confidence, and the ability to handle complex tasks with discretion. Proficiency in office software, legal and financial terminology, and processes is essential, along with a keen eye for detail and an aptitude for managing priorities in a dynamic environment. You will exude professionalism, exhibit excellent interpersonal skills, and thrive on building relationships while maintaining confidentiality. The ability to be resourceful, adaptable, and a dependable problem-solver is crucial, ensuring seamless support for the organization’s leadership team. Experience working with minute books, electronic filing systems, and financial matters will be critical to your success.

What will make you stand out:

• Previous experience managing legal documentation, minute books, and contracts for multiple entities, preferably in a law firm or corporate setting.
• Demonstrates the ability to think ahead, anticipate needs, and address issues before they arise, ensuring seamless operations.
• Proven track record of managing complex tasks, maintaining impeccable filing systems, and handling multiple priorities with ease and precision.
• Skilled at being a gatekeeper for leaders while also fostering a collaborative and cohesive office environment, earning trust as the "glue" of the organization.
• Advanced knowledge of office tools and document processing systems, coupled with confidence in leveraging technology to improve workflows.

Interested candidates are encouraged to reach out to at mbranker@recruitinginmotion.ca

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At Recruiting in Motion, we may leverage AI-powered tools in our recruitment process. AI will never reach out to our candidates directly. For personalized assistance or more details on our recruitment process, please contact our hiring team.