Executive Administrative Assistant

Nav Canada; Ottawa; On-site; CAD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking an Executive Administrative Assistant to provide comprehensive support to senior executives. This pivotal role involves managing correspondence, organizing meetings, and coordinating logistics for high-level events. You will thrive in a dynamic environment, utilizing your exceptional organizational and communication skills to juggle multiple priorities. The company fosters a collaborative and inclusive culture, offering competitive compensation and flexible work arrangements. Join a team dedicated to excellence and innovation in the aviation sector, where your contributions will have a significant impact on operational efficiency and effectiveness.

Benefits

Competitive compensation

Flexible benefits

Defined benefit pension plan

Opportunities for growth and development

Flexible work arrangements

Diverse and inclusive workforce

Qualifications

• 3 years’ experience in office administration supporting senior executives.
• Excellent knowledge of MS Office and business software.

Responsibilities

• Manage correspondence, documentation, and travel arrangements.
• Organize meetings, maintain agendas, and record minutes.

Skills

MS Office

Communication Skills

Organizational Skills

Business Judgment

Analytical Skills

Education

Diploma from a recognized post-secondary institution

University degree in communications/business administration/humanities

Tools

MS Office Suite

Workday

SharePoint

Diligent Boards

Job description

Executive Administrative Assistant page is loaded

Executive Administrative Assistant

Apply locations Ottawa time type Full time posted on Posted 3 Days Ago job requisition id JR-7085

Job Posting Title

Executive Administrative Assistant

Job Category

Executive/Administrative Assistant, Professionals

Language Requirements

Bilingual / Bilingue

Flexible Work Agreement Type

Hybrid / Hybride

Posting End Date

2025-05-11

Job Grade

P1

Pay Range

Commensurate with Experience / Selon l’expérience

Job Summary

We are looking for an Executive Administrative Assistant to provide executive and administrative support services to the Vice President & Chief Strategy Officer and the Vice President & Chief Stakeholder Relations and Communications Officer.

You will have the opportunity to build relationships and work collaboratively with colleagues, management, employees as well as external contractors. You would enjoy the challenge of dealing with conflicting priorities and demands on management, and the need to for you to work simultaneously on many tasks and/or projects. You will use your judgment and discretion when providing support and making administrative decisions that would have an impact on efficiency and effectiveness within the department.

Job Description

What NAV CANADA offers you:

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

In this role you will:

Key Accountabilities:

• Manage correspondence and documentation (formatting, inputting, editing and transmitting)
• Draft letters and documents
• Document management (monitor receipt of reports/documents from various sources; conduct follow up activities; organize and file documentation, collect, analyse and categorise information).
• Correspondence management (creates tasks; monitor and follows up on action items; draft responses to internal and external parties).
• Communicate and obtain information for and on behalf of the senior leaders and other team members.
• Organize/coordinate meetings, maintain agendas and meeting schedules, record minutes of meetings as assigned
• Maintain calendar/meeting schedules
• Manage travel arrangements, assist with expense report preparation
• Coordinating and planning recurrent planning cycles activities within different departments, aligning calendars and deadlines
• Preparation of material for Board meetings/Committees
• Logistics and event planning for off-site meetings
• Provide project management support (assist with documentation of plan, ongoing and post-project reporting, Quality Management System, SharePoint, etc)
• Provide back-up support during absences for others
• Collaborate with fellow Executive Assistants to support logistics, catering, and other operational needs for Board Meetings, Senior Leadership Meetings, and conferences. Contribute to cross-functional coordination for larger-scale events.
• Provide support in communications:
  • Developing Power Point presentations and Word documents with a high quality of formatting and visuals
  • Creating and editing internal SharePoint site
  • Adapting original text to highlight key elements in the message, ensure clarity, adapted to audiences

What you bring:

Education/Occupational Certification:

• Diploma from a recognized post-secondary institution.

Experience:

• 3 years’ experience in office administration working with senior executive
• Education in communications/business administration/humanities is desirable
• Experience working with MS Office in a business environment (Word, Excel and PowerPoint).
• University degree is desirable
  

Knowledge:

• Excellent knowledge and abilities using MS Office. Use of M365 is an asset.
• Knowledge of other business software including Workday, SharePoint and Diligent Boards.

Abilities:

• Excellent MS Office computer knowledge and skills
• Excellent communication skills written and verbal
• Business judgment
• Excellent organizational and time management skills
• Great analytical and system’s thinking skills
• Proficient writing and summarizing skills in English and French
• Proof reading and edit for spelling and grammatical adequacy

Personal Suitability:

• Highly adaptable with ability to respond to rapidly shifting priorities and deadlines
• Initiative and self-managing skills to work independently with minimal direction
• Excellent interpersonal skills, professionalism and integrity
• Ability to exercise sound judgment in setting priorities and dealing with confidential and sensitive issues
• Ability to interact with various levels of management
• Ability and interest to develop and increase business judgment
• Quick learner
• Curiosity and resourcefulness
• Comfortable in complex environment
• Tech-Savvy
• Detail Oriented

Working Conditions:

• This position is based at the Ottawa Head Office and is classified as a Hybrid position requiring incumbent to be on site a minimum 3 days per week.
• Standard working hours, may need extended hours on occasion based on Business needs.

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.

The successful candidate must meet the security requirement of the position and be legally able to work in Canada.

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

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About Us

NAV CANADA employees help guide the world's aircraft safely and expeditiously through Canadian-controlled airspace. With approximately 4600 employees located from coast, to coast, to coast, we offer some of the most exciting careers in the field of aviation. Our employees deliver air traffic services, design and build our technology, maintain our systems, and provide a wide variety of technical and administrative support. Above all, our employees work together to keep our skies safe.

NAV CANADA considers our people to be our most important asset, and we are committed to providing a motivating and satisfying workplace. In exchange for your dedication and commitment, you'll receive a generous compensation and benefits package, opportunities for training and development, and the chance to work for a company that is at the forefront of its industry globally.