Executive Assistant

6 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**:
This exciting Executive Assistant role involves providing versatile administrative support to both the President, IT & Cyber Solutions as well as our Chief Information & Technology Officer.

This position aims to optimize the efficiency of these executives by managing information, handling inquiries, conducting research, and managing telecommunications. Additionally, this role focuses on streamlining tasks by efficiently routing requests, gathering and evaluating information.

**Responsibilities**:

- Manage and update executive calendars
- Coordinate various events, teleconferences, and meetings with internal and external parties
- Handle multiple projects, prioritizing tasks effectively
- Prepare travel itineraries and manage expense claims
- Create ad hoc presentations, correspondence, and letters for Presidents and VPs
- Conduct research, analyze data, and summarize information
- Establish and maintain document management systems for confidential correspondence
- Organize both on-site and off-site meetings and events
- Arrange internal and external appointments, travel logistics, and accommodations
- Anticipate and follow up on detailed requirements for Presidents and VPs
- Manage non-routine matters to save executive time
- Sort and distribute incoming mail for executives
- Collaborate with Marketing to plan and execute events
- Handle filing tasks for the Accounting department
- Perform special assignments as directed
- Arrange pre-approved travel for BTS business and service units
- Monitor and order office supplies, business cards, name plates, letterhead, and envelopes
- Obtain employee incentive rewards
- Coordinate pre-approved catering orders
- Provide backup coverage for Office Manager/Reception duties
- Undertake special assignments as required

**Qualifications**:

- A relevant post-Secondary education or equivalent
- A minimum of 4+ years experience within an Executive Assistant capacity working alongside Senior Leaders/C Level Executives
- Must have experience on booking corporate (global) travel and managing executive calendars
- A minimum of 5 years’ experience in administrative functions
- An excellent working knowledge of all MS Office programs (Outlook, Word, Excel and PowerPoint)
- Previous project/event coordination experience will be considered an asset
- Bilingualism (English/French) will be considered an asset

**Additional Requirements**:

- 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 oral and written communication skills, with experience communicating effectively and collaboratively with internal and external stakeholders at all levels within the organization
- Possession or the eligibility to obtain a Canadian Government Security Clearance at the Secret level is a requirement for this role
- Some travel (up to 10%), as needed

Division: Human Resources

**How we hire**:

- Our approach- Experience and accommodations- CV and cover letter tips- Interview tips- Our decision**Why Work for Calian**:
**Work Environment**:

- No one-size fits all We give teams freedom of choice in building an ideal work environment.
- Flexible hours, on-site, hybrid, or work from home options depending on the role requirements.

**Impact**:

- Calian is a publicly traded company that keeps the world moving forward.We inspire confidence in our customers’ ability to communicate, innovate, learn, and lead safe and healthy lives.This confidence is achieved through synchronized efforts across our organization to provide our customers with solutions inAdvancedTechnologies, Health, Learning, and IT& Cyber Solutions. This role is part of our corporate team and will work closely with all internal clients who support these business units**Growth and Innovation**:

- Calian is a technology company with an aggressive growth agenda based on our ability to solve significant and complex problems for our customers. In this role, you will be a key member of the Calian.

We put our people first. We encourage employees to advance their Calian career through professional development and corporate career. Calian is an innovative and growing organization—have your ideas heard by pitching to senior leadershi

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