Executive Assistant

4 months ago

Ottawa, Canada Calian Full time

For more than 40 years, Calian has been solving the world’s most complex problems by pairing the brightest minds with powerful technology. Calian solutions impact the world; from the satellites in space that connect us to the farms that feed us, from the medical professionals who care for us to the governments, schools and companies that make the world better every day.

Location
- Ottawa, ONJob Type
- Full Time**Position Overview**:
We are seeing an Executive Assistant who will provide diversified administrative support for our Senior Leadership Team. The Executive Assistant will enhance our executives’ effectiveness by providing information management and support, and conserve executives’ time by reading, researching, and routing requests, and collecting and analyzing information.

**Responsibilities**:

- Update and manage executive calendars
- Liaise with internal and external executives, assistants and consultants to coordinate a variety of events, teleconferences and meetings
- Prioritize and manage multiple projects simultaneously
- Prepare executive travel and expense claims
- Prepare ad hoc presentations, correspondence and letters for President and VP’s
- Research, analyze, collate and prepare summaries of material
- Establishes and maintains a variety of document management systems for sensitive and confidential as well as non-confidential correspondence
- Monitoring and ordering of office supplies, business cards, name plates, letterhead, envelopes
- Obtaining employee incentive rewards
- Responsible for coordinating pre-approved catering orders
- Office Manager/Reception backup and coverage
- Assist with organization and coordination of on and off-site meetings and events
- Prepare material, background and logistics for internal and external appointments, meetings, travel arrangements, hotel bookings, etc.
- Anticipate detailed requirements and follow-up on a variety of initiatives for President and VP’s
- Handle matters of a non-routine nature to conserve executive’s time
- Sort and distribute executive incoming mail
- Work with Marketing to plan and execute different events
- Special assignments as assigned from time to time
- Perform other duties as required and/or assigned

**Qualifications**:

- A minimum of 5 years’ experience in supporting senior-level executives
- Strong internet research skills and computer skills in Microsoft Outlook, Word, Excel and Power Point
- Project/event coordination experience
- A clear sense of urgency to achieve results. A “can-do”, “let’s make it happen” attitude and a focus on a positive customer experience
- Highly developed sense of tact, discretion, and judgement in dealing with confidential, sensitive and/or delicate matters
- Exceptional attention to detail and committed to a high degree of accuracy. Must be able to gather, prioritize and analyze information skillfully
- Excellent written and oral communication skills, with experience communicating effectively and collaboratively with internal and external stakeholders at all levels within the organization
- Flexibility and calmness in dealing with managing multiple priorities and projects simultaneously with a track record of creativity and innovation in problem solving
- Bilingual preferred

**How we hire**:

- Our approach- Experience and accommodations- CV and cover letter tips- Interview tips- Our decision**Perks and benefits**:

Flexible work hours
Robust company-paid benefits
Generous time off package
A balanced approach to work and life
Stock purchase plan
- RRSP program*
Work from home options

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