Executive Assistant

Location: Ottawa (hybrid 4 days in office)
Employment Type: Full-Time

All candidates must be eligible to obtain Reliability Status Screening (Canadian Citizen, or Permanent Resident AND has resided in Canada for the last 5 consecutive years).

S.i. Systems is seeking an organized, proactive, and resourceful branch Executive Assistant (EA) to support our Area Vice President, Managers, and regional team. The EA is the backbone of our branch operations — ensuring that our offices are well-run, leadership is supported, and team members can focus on delivering results. If you're a detail-oriented administrator with a knack for juggling calendars, coordinating events, and making an office run smoothly, this could be the perfect fit.

Reasons to Work for Us:

• Compensation structure that includes both base and variable pay
• Competitive Health and Wellness benefits that start on your first day of employment
• 3 weeks of paid vacation plus 6 flex days
• Birthday day off
• 5 paid volunteer days per year
• Hybrid Working model - 4 days onsite in Ottawa Office
• Opportunities to develop your career and grow in Canada’s largest IT staffing company
• A commitment to learning – training, resources and tools provided to all employees
• High impact role that changes every day.

What You’ll Do:

Administrative & Office Management

• Calendar management and meeting coordination for regional leaders
• Prepare and submit expense reports
• Maintain organized branch files and ensure kitchen/common areas are stocked and tidy
• Liaise with vendors, suppliers, and property managers as the office’s primary contact
• Manage office supply inventory and vendor relationships
• Participate in regional health & safety committee activities

Front Desk & Facilities

• Greet all guests and candidates with professionalism and hospitality
• Handle incoming calls, courier management, and daily office upkeep
• Ensure pandemic protocols and safety signage are visible and followed
• Provide front-desk coverage when on-site

Employee & Client Support

• Organize travel and accommodation for employees and guests
• Conduct contractor backchecks and upload to internal systems (e.g., MatchGuide)
• Coordinate consultant and client events, including logistics and gift ordering
• Oversee onboarding/offboarding processes: workstation prep, tours, safety orientation, and return of company assets
• Send birthday announcements and maintain celebratory calendars

Special Projects & Communications

• Lead or support special projects such as office moves, internal newsletters, social media content, and employee engagement initiatives
• Create and maintain marketing content and branch communications as assigned

Qualifications

• 2+ years of administrative experience in a fast-paced environment
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)

What We’re Looking For:

• Excellent verbal and written communication skills
• Strong organizational skills with a proactive, can-do attitude
• Ability to multitask and prioritize effectively, often under tight deadlines
• Diplomatic, professional demeanor and a team-oriented mindset.

Salary: $54,000 – $60,000 (plus variable)

About S.i. Systems:

S.i. Systems is Canada’s largest professional staffing provider, and we work with many of Canada's most prestigious firms. With locations across Canada and a growing presence in the U.S., we’ve experienced over 20 years of rapid growth and continue to expand at an exciting pace! If you feel this is a match for you, apply today.

S.i. Systems is committed to fostering a positive and progressive workforce. We provide equitable treatment and accommodation to ensure barrier-free employment. If you require accommodation due to a disability, please contact Human Resources to ensure that you can fully access and participate in our recruitment process.

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