Executive Assistant

WE ARE LOOKING FOR TWO (2) EXECUTIVE ASSISTANTS AND THE POSSIBILITY OF CREATING AN ELIGIBILITY LIST FOR FUTURE NEEDS. Join Our Dynamic Team at Colleges and Institutes Canada (CICan)! Are you ready to make a difference in the world of education? At Colleges and Institutes Canada, we’re on the lookout for passionate, innovative, and driven individuals to join our team. If you’re eager to contribute to a vibrant community and work to strengthen Canada’s publicly supported colleges, institutes, CEGEPs, and polytechnics, we want to hear from you! Why Choose Us? * Impactful Work: Be part of a mission-driven organization dedicated to advocacy for colleges and institutes across Canada. * Collaborative Environment: Work alongside a diverse team of professionals who are as committed to excellence as you are. * Innovative Culture: Embrace a culture that values creativity, innovation, and forward-thinking solutions. * Salary: Obtain a highly competitive compensation Ready to Take the Next Step? Don’t miss out on the chance to be part of something extraordinary! ROLE OVERVIEW The Executive Assistant (EA) provides administrative assistance to aid in the planning, co-ordination and management of the day-to-day operations and activities of the Executive and of the Division. Acts as coordinator and secretary for various committees and working groups and is required to arrange logistics, prepare and distribute agendas and minutes, ensure that decisions are followed up on in a timely fashion, and that issues are brought to the attention of the Executive or the appropriate Division management member. Collaborates with other Divisions to ensure effective and efficient information flow. Deals with high level contacts inside and outside of CICan. Advises the Division management on the administrative implications of new or revised policies; administers and oversees the financial budgets of the Executive; assists in the co-ordination of employee/labour relations’ matters for the assigned Division; and performs other duties as assigned. MINIMUM REQUIREMENTS Education: Diploma from a post-secondary institution in Administration or an equivalent combination of education and experience. Experience: Minimum 3 years of experience in: * Dealing with high level contacts, internal and external to an organization; * The preparation of a variety of documents, reports,correspondence and presentations; * Making travel arrangements; * Writing at a professional level in both French and English; * Developing office procedures; * Developing workplans and forecasting budgetary requirements; * Working with the following software: Office 365 suite and financial reporting systems such asMicrosoftDynamics365Business Central(BC) Knowledge: * Office administration procedures and processes; * Human resources, financial and administrative processes and practices; * Microsoft Office Suite; * Project Management principles; * Information management principles and practices; * Canadian educational sector. * Artificial Intelligence (AI)tools and its applications Language: Bilingual - English and French COMPENSATION : $69,965 to $85,643 STATUS: Full-time (non-unionized position) LOCATION:  301 ‑ 350 Sparks St, Ottawa, Ontario K1R 7S8 WORKING CONDITIONS: * Hybrid work environment with weekly presence required in the office * Ability to travel within Canada and internationally Open to: CICan employees and external applicants How to apply : Interested candidates should submit a cover letter and résumé in a PDF format by May 21, 2026 at 11:59 p.m. EST CICan is an equal opportunity employer and values diversity in its workforce. We recognize that diverse teams generate unique solutions, ideas, and perspectives. Therefore, we welcome and encourage applications from women, persons with disabilities, BIPOC (Black, Indigenous, and People of Colour) individuals, and people of all sexual orientations and gender identities. Do not hesitate to contact Human Resources at 613-746-2222 ext 3191 if you require alternative arrangements to submit your application. CICan provides accommodation during all parts of the hiring process, upon request. If contacted to proceed with the selection process, please advise us if you require any accommodation. Colleges and Institutes Canada does not use artificial intelligence (AI) to screen, assess, or select applicants. However, please be aware that some third-party tools we utilize in our recruiting and selection process may incorporate AI technology. We thank all candidates for their interest, however, only those selected to continue in the selection process will be contacted. CICan’s offices in Ottawa are located on the traditional and unceded territory of the Algonquin Anishinaabe Nation.

Provides administrative support for the planning and management of day-to-day operations for the Executive and Division. Acts as a coordinator for committees, managing logistics, agendas, minutes, and financial budgets.

Requires a post-secondary diploma in Administration and at least 3 years of experience dealing with high-level contacts and professional writing in English and French. Proficiency in Office 365 and financial reporting systems is essential.

• Competitive Compensation

• Project managementPreferred

Identified from the job description. Confirm important requirements above.

• Administrative Assistance
• Committee Coordination
• Budget Management
• Bilingualism (English/French)
• Office 365
• Microsoft Dynamics 365 Business Central
• Project Management
• Information Management
• Professional Writing
• Travel Arrangement
• Human Resources Processes
• Financial Reporting
• AI Tools Application
• Office Procedure Development
• Workplan Development
• Stakeholder Management

• Administrative
• Education
• Management & Leadership
• Government & Public Sector

Minimum education

College diploma

Minimum experience

3+ years

Posting language

English

Working hours

40 hours per week