Executive Assistant

3 weeks ago

Kanata, Canada Martello Technologies Full time

We are looking for an **Executive Assistant / Office Manager** who has the motivation and drive to keep pace in a growing and dynamic company, and who wants to play a role in the success of the Martello team.

Martello Technologies is headquartered in Ottawa, Canada with employees in the USA, France, Switzerland, United Kingdom and the Netherlands. As part of our diverse, international team, you can expect joining a hard-working, fun-loving team. Our team comes from all corners of the globe, speaking many different languages and engage in fun interactions and conversations ranging from pets and food, to sunny beach weekends in Nice and best wine pairings to go with your Sunday lunch. In short: our PEOPLE is the reason employees join, stay and return to Martello Technologies.

In this role, you will collaborate closely with the Senior Leadership Team (“SLT”), primarily the CEO and CFO, to manage their activities, provide support and ensure the smooth and effective operations of Martello’s Kanata office.

**You’re a great fit if you**:

- Thrive in a fast-paced, diverse, international environment with multiple priorities and deadlines.
- Are able to see the big picture and act proactively with a solution focused mindset.
- Take initiative in the absence of clear direction.
- An effective internal and external relationship builder.
- Act and communicatee effectively, with appropriate professional judgement and tact.
- Handle confidential or sensitive information with discretion.

**Your core responsibilities include**:
Corporate responsibilities:

- Complete a broad variety of confidential executive administrative tasks for the CEO and CFO including managing active calendars; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans; and compiling documents.
- Provide support to the Board of Directors and the committees of the board, including assistance with preparation and circulation of board and committee packages, preparation of audit committee minutes and organizing related board meetings and events.
- Maintain up-to-date corporate documentation and correspond with counsel and board secretary as required.
- Maintain an up-to-date data room and assist with due diligence for financing and other corporate transactions.
- Management and organization of weekly Senior Leadership Team (SLT) meetings, monthly virtual Town Hall meetings and AGMs - including scheduling, PowerPoint (PPT) template set-up, minutes, recordings and post-event communication

Financial responsibilities:

- Management and organizing quarterly audit committee meetings, monthly Finance team meetings including PPT template set-up, minutes, recording and post-event communication
- Corporate credit card management and reconciliation in coordination with the Accounting team
- Commission payout tracking and communication to third party payroll providers
- Courier arrangement and tracking of all legal and financial documents to relevant statutory departments or other stakeholders

Office Management responsibilities:

- Facilities management of the Kanata office
- Support new hire onboarding and offboarding process including managing parking and security passes
- Manage meeting room calendars and availability
- Monitor and maintain office equipment and supplies
- Coordinate and support events for Kanata-based employees

**Your experience includes**
- Demonstrated progressive experience working as an Executive Assistant or Office Manager, reporting directly to senior management.
- Completed post-secondary education in business, administration, or related field, or equivalent experience in a similar role.
- Proficient computer skills, including Microsoft Suite (Word, PowerPoint, Excel, Outlook and Teams).
- Demonstrated ability to cope with tight deadlines and frequent interruptions.
- Superior written and verbal communication skills in English (French an asset).

**What We Offer**
- A challenging position in a rapidly evolving industry.
- A competitive salary with excellent growth and development opportunities.
- Hybrid work environment (in office a minimum of 3 days per week).
- Employer provided health insurance that starts the first day of employment.
- Martello stock option grants.
- 4 weeks paid vacation + 10 personal days + 2 paid days for volunteering
- Professional development with free access to thousands of training courses offered through “Martello Udemy for Business”.

**About Martello Technologies**

Martello offers a positive, diverse, and supportive culture. We are proud to operate as an equal opportunity employer and encourage people of all backgrounds to apply. We welcome individuals who are curious, inventive and want to work with people who are smart, humble, hardworking and, above all, collaborative. Martello Technologies is committed to supporting a culture of inclusion, diversity, and accessibility to employment for all.

Did we spark your interest? Get in touch

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