Are you detail-oriented, organized and a team player? If yes, our office in Ottawa is looking for an Executive and Administrative Assistant.

Job Description:


As Executive and Administrative Assistant, the collaborator provides support and work along with the Executive Director and the members of the CALDO team in a full range of promotional, administrative and operational activities required to ensure the effective and efficient work of the CALDO Secretariat.


Administration (40%)

  • Assist with scheduling appointments and events
  • Plan and manage travel and logistics details for the Executive Director
  • Provide general information on the Consortium services
  • Take and preparation of minutes at the Board meetings
  • Manage the communications between the CALDO Secretariat and the Board of Directors
  • Write and proofread documents in English and Spanish (ideally)
  • Elaborate presentations in PowerPoint and executive reports in Word and Excel
  • Act as liaison between stakeholders to facilitate communication at the executive level
  • Schedule and organize consortium activities as Board of Directors meetings, conference calls and recruitment and commercial missions abroad.
  • Act as the point of contact for information sent and received to and from potential candidates, embassies, governments, universities and any other relevant organizations

Event Coordination (30%)

  • Prepare event briefing materials and presentations
  • Liaison with educational fairs/conference organizer
  • Plan and schedule activities prior and during recruitment activities remotely
  • Promote webinars, international fairs and visits to partner institutions in Latin America

Office Manager (30%)

  • Maintain inventory of office supplies and equipment
  • Deposit and management of cheques
  • Manage petty cash
  • Track and process office expenses. Prepare expenses reports in Excel
  • Look for vendor quotes for goods and services when required
  • Contact service providers
  • Liaison among CALDO, lawyer, bookkeeper, etc.

Essential Skills

  • Experience working with senior executives, including logistical and strategic support to different management levels.
  • Event management experience
  • Experience working and performing in high functioning teams
  • Strong ability to prioritize tasks and manage multiple projects simultaneously
  • Outstanding organizational and interpersonal skills
  • Excellent time management and problem-solving abilities
  • Fluent in English and good comprehension of Spanish (oral and writing)
  • Team player with self-directed skills
  • Advance knowledge of Microsoft Office Suite (Outlook, Word, Excel, Power Point)
  • Experience in preparing executive reports and communications
  • Solid research skills on internet
  • Ability to adapt quickly to a fast-paced and highly charged environment;
  • Excellent communication and public relations skills;
  • Must be able to maintain discretion and absolute confidentiality
  • Tactful and diplomatic
  • Flexible and available to work within an irregular schedule in some situations
  • Solid knowledge as user and administrator of social media tools: Facebook, Instagram, LinkedIn, Mailchimp, YouTube, etc.

 Other desirable skills

  • Experience working in an educational institution or non-for-profit environment
  • Experience working with Latin American countries
  • Knowledge of French
  • Knowledge of Portuguese

Job Type: Full-time

Think you are the right fit?

Please send your CV and cover letter to