Executive Assistant

OSI Maritime Systems; Burnaby; On-site; CAD 60,000 - 90,000; Full time

Job summary

Join a forward-thinking company as an Executive Assistant, where your organizational skills and discretion will be key in supporting the Executive Leadership. In this dynamic role, you will manage communications, coordinate schedules, and maintain a close working relationship with stakeholders. This innovative firm values teamwork and offers growth opportunities, ensuring that every team member plays a vital role in advancing operational excellence. With a commitment to diversity and a healthy work-life balance, this position provides a chance to thrive in a collaborative environment while contributing to marine safety and operational success.

Benefits

Health Benefits

Dental Insurance

Retirement Savings Plan (RSP)

Vacation

Work-Life Balance

Professional Development Opportunities

Qualifications

• 4-6 years of experience working directly with executives in a growing company.
• Advanced user of MS Office 365 tools, especially Teams and Excel.

Responsibilities

• Coordinate communication and schedules for the CEO and COO.
• Prepare agendas and take notes during meetings.
• Manage confidential documents and travel arrangements.

Skills

Interpersonal Skills

Organizational Skills

Discretion

Judgment

Problem Solving

Attention to Detail

Education

University or Diploma in Business Management

Tools

MS Office 365

Teams

Excel

PowerPoint

Outlook

Job description

Who are we?

At OSI Maritime Systems, we pride ourselves on delivering world-class navigation and bridge systems. With decades of experience serving military customers, we remain at the forefront of innovation in the maritime industry. Our collaborative and dynamic environment ensures every team member contributes to advancing marine safety and operational excellence. With a global presence, we are proud to have offices in Canada, UK, Taiwan, Australia and Germany.

The Role

The mission of the Executive Assistant is to provide support to the Executive Leadership. This role is highly operational, specializing in the execution & smooth running of Leadership’s day to day functions. Success in this role requires initiative, energy, curiosity and discretion.

Key Responsibilities

• Serves as a point of contact for stakeholders on business matters pertaining to the CEO & COO. Coordinating both weekly calendars
• Assists with communication efforts; prepares presentations and schedules meetings on behalf of the CEO & COO.
• Monitors and maintains the divisional workflow of reports, ensuring all actions are recorded, tracked and reported on.
• Prepares agendas, attends meetings to take notes and captures actions as required.
• Maintains a close working relationship with other divisions within the company. Communicates proactively with key stakeholders at varying levels of seniority.
• Manages and prepares a variety of confidential and sensitive documents.
• Composes, reviews, and follows through on internal and external communication with a commitment to accuracy and attention to detail, ensuring critical timelines are met.
• Travel arrangements and invoices
• Ad hoc reports, duties and or presentations as required
• Applies judgment and makes decisions to solve routine or complex issues within the parameters of established processes. Considerable judgment necessary in handling confidential and sensitive information.
  
  

You Bring

• Education: University or diploma in Business Management, Business Administration or similar
• Experience: Minimum of 4-6 years’ experience in a growing company working directly with executives; working with a remote workforce is an asset.
• Skills: Excellent interpersonal and organizational skills, high level of professionalism, integrity, discretion and judgment. Strong attention to detail; ability to solve problems, prioritize, in a fast-paced and changing environment.
• Other: Required to obtain security clearance. Must be an advanced user of MS Office 365 suite of tools, especially Teams, Excel, PowerPoint and Outlook
  
  

Why work for OSI?

• Collaborative Culture: Work with a talented and supportive team that values innovation and teamwork.
• Diversity, Equity, and Inclusion: OSI is committed to fostering a workplace where everyone feels respected, valued, and empowered to contribute their best.
• Growth Opportunities: We invest in our employees' professional development and career growth with an annual employee driven development program.
• Competitive Benefits: Enjoy health, dental, RSP, vacation and a healthy work-life balance environment!
  
  

If you need accommodations during the hiring process, please contact Talent Acquisition.

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