Bilingual Executive Assistant Coordinator

  • Category
    Office, clerical & administrative - Administration
  • Job type
  • Location
    Ottawa, Ontario

Adecco is currently recruiting for an Bilingual Executive Assistant Coordinator for a 6-month contract with our Private Client in Ottawa, ON. 

The Bilingual Executive Assistant Coordinator will have the following responsibilities:
- Support the Executive Director and Management Committee in tracking and shepherding high level strategic planning processes;
- Maintain process and document management for the executive office and Management Committee;
- Support the executive office in the organization of appointments, travel, internal and external communications, and official correspondence and liaison with counterpart offices, university and college communities, donors and partner agencies; 
- Support the Management Committee and other committees chaired by the Executive Director: preparing and communicating documentation, recording and circulating minutes;
- Track key dates and maintain the corporate calendar;
- All other related duties, as assigned by the Executive Director;
- Support ongoing communication with members of the Board, including coordinating the self-evaluation process;
- Prepare and circulate related Board meeting documentation packages: Collect and prepare recordings, take and distribute meeting minutes, coordinate the translation of all appropriate documents;
- Act as the lead logistical coordinator: overseeing the planning of all facets of the event and ensuring seamless coordination between key activities and the various teams;
- Coordinate and support other organizational events such as meetings of field directors, staff retreats, high profile visits and institutional and alumni events.
The Bilingual Executive Assistant Coordinator must meet the following mandatory requirements:
- Bachelor’s or masters degree or equivalent preferred;
- A minimum of seven to ten years of relevant experience;
- Good understanding of NGO management and governance;
- Experience with the process of strategic planning and organizational goal setting; 
- Considerable experience with office administrative management in a similar position, reporting to or dealing with senior staff and Directors of a Board;
- Experience with the varied aspects of corporate meetings (minutes, logistical arrangements, etc.);
- Sound experience coordinating special events;
- Sound understanding of gender equality and development issues;
- Superior oral and written communication skills: clear, concise, persuasive writing style;
- Highly organized with a strong attention to detail;
- Ability to manage multiple projects and work assignments simultaneously;
- Excellent interpersonal skills both in person and by phone, with high degree of professionalism;
- Independent and resourceful;
- Strong work ethic and customer service;
- Proven judgement, diplomacy, integrity and discretion with confidential information;
- Strong aptitude with technology, proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches, experience with Google applications and web conferencing is a strong asset;
- Fluency in English and French is essential.  Spanish and/or other languages would be an asset.
If you are interested in applying to the position Executive Assistant Coordinator, please submit your resume as soon as possible by clicking on the “Apply with Adecco” button above.


  • Apply with Adecco

Reference number CA_EN_1_027616_12086454

Accommodation will be provided in all parts of the hiring process as required under Adecco’s Employment Accommodation policy. Applicants will need to make their needs known in advance to their Adecco representative.