Administrative Assistant

Malleum; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

A premier cybersecurity consultancy in Ottawa seeks an Administrative Assistant to support the executive team and streamline functions. This role involves managing executive schedules, coordinating legal documents, and handling logistics for travel and events. The ideal candidate has 2-4 years of experience in administrative support within the technology sector, strong organizational skills, and proficiency in Microsoft Office.

Qualifications

• 2-4 years of proven experience in administrative support roles, preferably in technology companies.
• Experience coordinating legal and operational documents, such as contracts and insurance forms.
• Tech-savvy, with advanced proficiency in Microsoft Office.

Responsibilities

• Coordinate the review and execution of legal agreements and purchase orders.
• Manage executive calendars, appointments, and meetings.
• Handle emails, phone calls, internal and external communications.

Skills

Organizational skills

Communication skills

Project coordination

Attention to detail

Event planning

Tools

Microsoft Office

Job description

About Us

We are a premier cybersecurity consultancy, blending advanced offensive and defensive strategies to safeguard our customers. Large enterprises from a range of industries trust us for advanced adversarial emulation and for critical support in managing their cyber frameworks. Governments trust us with classified projects, relying on our precision and discretion to handle sensitive information securely.

We’re a small group that makes a big impact. Our deep technical expertise and our commitment to clients continues to fuel our success, and with success comes growth – we’re currently searching for a driven and highly organized Administrative Assistant.

This is an outstanding opportunity to join an accelerating startup in a role that’s crucial to the company’s continued success.

Responsibilities

• Coordinate the review, revision and execution of legal agreements, insurance documents, purchase orders, and others.
• Support our consulting practices with project administration and coordination.
• Manage executive calendars, appointments, and meetings.
• Coordinate travel logistics and prepare detailed itineraries.
• Handle emails, phone calls, internal and external communications.
• Prepare reports, analyses and presentations on operational processes and expenses.
• Monitor and organize office supplies, collaborating with colleagues as necessary.
• Coordinate mailing and shipment of equipment and documents, e.g., laptops.
• Lead the planning and execution of internal and external-facing events, including booking sites and travel, coordinating with vendors, and helping to represent the company at trade shows and conferences.
• Process Canadian Government Security Clearance as the Alternate Company Security Officer.
• Manage communications with post-secondary co-op program coordinators.
• Update company website and LinkedIn page in coordination with Sales and Marketing.
• Lead or support other administrative initiatives.

Candidate Profile

As an ideal candidate, you're an admin professional with the capacity, drive and polish to support our executive team and streamline our administrative functions.

Key Qualifications

• 2-4 years of proven experience in administrative support roles, preferably in technology companies.
• Strong organizational skills with the ability to manage multiple tasks, deadlines, and stakeholders simultaneously, in a remote work environment.
• Experience coordinating legal and operational documents, such as contracts, insurance forms, and purchase orders.
• Project coordination abilities, particularly in support of consulting or client service teams.
• Advanced calendar management skills, including scheduling across time zones for executives and team members.
• Skilled and experienced in travel planning and shipping logistics.
• Outstanding communication and interpersonal skills, and acute attention to detail.
• Proficiency in preparing operational reports, data summaries, and executive-level presentations.
• Event planning skills, including vendor coordination.
• Basic content management and social media skills, especially updating company websites and LinkedIn pages.
• Initiative-driven, capable of leading or supporting various administrative projects independently.
• Tech-savvy, with advanced proficiency in Microsoft Office.
• Discretion and professionalism, especially when handling confidential documents and executive communications.