| Job Description | Job Description: Administrative Assistant
Stones Lake Spa & Resort Project
Contract: 12 months
Hours: 20-25 hours per week to start
Location: Hybrid (Ottawa Valley Preferred). Must have the ability to be in person in Calabogie ON as required.
Opportunity: Potential to expand into full time as the project grows
Position Overview
The Stones Lake Spa & Resort Project is seeking a highly organized, detail oriented Administrative Assistant to support project leadership, consultants, and operational planning. This role is ideal for someone who is self-starter, thrives in a dynamic environment, enjoys research and coordination, and wants to grow with an exciting long term development project. Hybrid work is supported, with in person meetings in Calabogie Ontario as required.
Key Responsibilities
Administrative & Project Support
• Provide day to day administrative assistance to project leadership team.
• Maintain organized digital filing systems using Google Drive (Docs, Sheets, Shared Drives).
• Prepare, edit, and format documents, reports, and presentations.
• Track internal project team tasks, deadlines, and deliverables.
Research & Information Gathering
• Conduct online research on vendors, consultants, education institutions, regulatory requirements, industry benchmarks, and project related topics.
• Summarize findings clearly and concisely for decision makers.
Consultant & Stakeholder Coordination
• Serve as a point of contact for consultants, contractors, and partners.
• Schedule and coordinate meetings, calls, and site visits.
Scheduling & Communication
• Manage calendars, book meetings, and send reminders.
• Prepare meeting agendas and summarize action items.
Organization & Documentation
• Maintain project documentation, contracts, and reference materials.
• Ensure version control and proper naming conventions in shared drives.
Qualifications
Required
• Strong organizational skills and exceptional attention to detail.
• A continuous improvement mindset and a commitment to exceptional, customer-first service.
• Experience with Google Workspace (Drive, Docs, Sheets, Calendar).
• Excellent written and verbal communication skills.
• Ability to work independently, manage time effectively, and prioritize tasks.
• Comfortable coordinating multiple stakeholders.
• Reliable internet connection.
Preferred
• Previous administrative or project coordination experience.
• Experience in hospitality, real estate development, wellness, or construction environments (an asset).
• Experience with project management tools (e.g., Trello).
Why Join Us?
• Be part of an exciting, growing resort and spa development from the ground up.
• Flexible work environment.
• Opportunity to expand into other roles as the project progresses.
• Work closely with leadership and gain exposure to multiple aspects of a major development project.
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