Executive Administrator

2 weeks ago

Ottawa Ontario KK X Canada Ranovus Full time

Social networking, machine learning, and big data analytics demand ever-increasing network connectivity.  RANOVUS, with operations in Ottawa, Canada, Nuremberg, Germany, and San Jose, USA, is a solution provider for the next generation data center infrastructures.  We aim to deliver advanced technology that minimizes environmental impact through lower power dissipation.  Working with world class fabrication partners, RANOVUS is the leader in the application of unique new technologies to fiber-optic communications products for data-centers.

Ranovus is seeking a highly motivated Executive Administrator to report to our Senior Vice President of Engineering & Staff. The Executive Administrator provides high-level administrative and operational support to senior executives. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Administrator acts as a trusted partner, ensuring executives can focus on strategic priorities.

Key Responsibilities

Executive Support

  • Provide administrative support to multiple senior executives
  • Manage complex calendars, schedules, and meeting logistics for senior executives
  • Coordinate domestic and international travel arrangements and itineraries
  • Prepare agendas, presentations, briefing materials, and follow-up action items
  • Screen and prioritize correspondence, emails, and phone calls

Administrative & Operational Support

  • Draft, edit, and format professional documents, reports, and communications
  • Maintain confidential files and sensitive information with discretion
  • Track expenses, prepare expense reports, and manage budgets as required
  • Support board meetings, including minute-taking and documentation
  • Support, planning and coordination of VIP and/or Customer visits

Coordination & Communication

  • Serve as a liaison between executives and internal/external stakeholders
  • Coordinate cross-functional projects and deadlines
  • Follow up on deliverables to ensure timely completion

Process & Efficiency

  • Improve administrative processes and office workflows
  • Maintain systems for document management and record keeping
  • Assist with onboarding of senior leaders when needed

Qualifications

  • Proven experience as an Executive Administrator, Executive Assistant, or similar role
  • Strong proficiency in Microsoft Office or Google Workspace
  • Excellent written and verbal communication skills
  • High level of professionalism, integrity, and confidentiality
  • Strong organizational and time-management skills

Preferred

  • Bachelor's degree in business administration or related field
  • Experience supporting C-suite or senior leadership
  • Familiarity with project management tools (e.g. Microsoft Project)

Key Competencies

  • Attention to detail
  • Proactive problem-solving
  • Ability to manage competing priorities
  • Strong interpersonal skills
  • Discretion and sound judgment

Work Environment & Benefits

  • Competitive salary and benefits package
  • Opportunities for professional development

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