Executive Administrative Assistant to The CEO

Job Posting Title

Executive Administrative Assistant to the CEO

Job Category

Executive/Administrative Assistant, Professionals

Language Requirements

Bilingual / Bilingue

English and French are required / Le français et l'anglais sont requis.

Flexible Work Agreement Type

On site / Sur place

Posting End Date

2025-03-10

Job Grade

P2

Pay Range

Commensurate with Experience / Selon l’expérience

Job Summary

Job Description

What NAV CANADA offers you:

- Challenging, team-oriented work environment
- Competitive compensation and benefits
- Defined benefit pension plan
- Opportunities for growth and development
- Flexible work arrangements
- Diverse and inclusive workforce

In this role you will:

- Manage the VP and CEO's calendar, including scheduling meetings, appointments, and domestic and international travel arrangements.
- Provide support to the Chair of the Board of Directors.
- Prepare meeting agendas, take minutes, and ensure follow-ups are completed.
- Conduct research and compile data to support the VP and CEO
- Schedule meetings for the Chair
- Prepare correspondence
- Attend Board meetings and coordinate presentations (travel required), including planning catering and coordinating and testing AV for the meetings
- Serve as a point of contact between the VP and CEO and internal/external stakeholders. Communicate and obtain information for and on behalf of the VP and CEO
- Draft, proofread, and edit correspondence, presentations, and reports.
- Maintain effective communication with the executive team to facilitate information flow.
- Organize and manage logistics for internal and external meetings, conferences, and events including Board of Directors.
- Maintain and organize confidential files and records.
- Process expense reports, invoices, and other administrative tasks.
- Assist in the budget and procurement of products and services on behalf of the VP and CEO
- Collaborate with other executive assistants and team members to streamline operations.
- Provide occasional support to other executives as directed by the CEO.

What you bring:

- Diploma from a recognized post-secondary institution.
- A minimum of six (6) years work experience in a similar role.
- Experience working with and supporting executive and senior level management.
- Excellent communication skills in both official languages (written and verbal)
- Knowledge and understanding of NAV CANADA.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling tools (e.g., Microsoft Teams).

How others describe you:

- Ability to exercise sound judgment in setting priorities and dealing with confidential and sensitive issues
- Strong written and verbal communication skills
- Highly adaptable with ability to respond to rapidly shifting priorities and deadlines
- Initiative and self managing skills to work independently with mínimal direction
- Ability to interact with various levels of management
- Excellent interpersonal skills, professionalism and integrity
- Excellent organizational and time management skills
- Strong problem-solving skills and attention to detail

Working Conditions:

- Occasional travel required

NAV CANADA is committed to building a skilled, diverse workforce reflective of Canadian society. If you do not believe that you match every job requirement listed on this job posting, we still encourage you to apply. NAV CANADA encourages a culture of learning and growth, and recognizes that although some technical skills are mandatory, many others can be taught.

Our Company strives to create an inclusive and barrier-free selection process and work environment. If you require accommodations during this competition process, please ensure that you inform the interview coordinator or hiring manager of any accommodation measures you may require. NAV CANADA will provide accommodations throughout the recruitment and selection process to applicants with disabilities as required.

We thank all applicants for their interest; only those selected for an interview will be contacted.