Executive Assistant

Nokia; Ottawa; On-site; CAD 65,000 - 90,000; Full time

Job summary

GSCO Canada Organization in Ottawa is seeking an Executive Assistant to support daily operations and strategic initiatives. You will manage calendars, schedule meetings, coordinate travel, handle confidential information, and prepare reports and presentations for executives.

You will maintain an organized filing system, liaise with internal teams and external partners, and assist with special projects while staying aligned with company policies and deadlines.

Qualifications

• Minimum 5 years as an executive assistant or similar administrative role.
• Excellent organizational skills with ability to prioritize and multi-task.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and willingness to learn new tools.
• Excellent written and verbal communication with internal and external stakeholders.
• Discretion and confidentiality when handling sensitive information.

Responsibilities

• Provide comprehensive administrative support to the GSCO Canada Organization including calendar management, meeting coordination and travel arrangements.
• Handle sensitive information with discretion and maintain confidentiality.
• Prepare and edit reports, presentations and correspondence for executives.
• Maintain an organized filing system (physical and digital).
• Liaise with internal teams, external partners and clients to coordinate projects and events.
• Assist with special projects and ad-hoc tasks as required by executives.
• Stay updated on industry trends and best practices to improve efficiency.
• Ensure compliance with company policies and a professional work environment.
• Provide proactive support to help executives achieve goals.

Skills

Calendar management

Meeting coordination

Travel arrangements

Confidentiality

Reports & presentations

Filing system

Stakeholder liaison

Project support

Industry trends

Policy compliance

Time management

Independent worker

Team collaboration

Attention to detail

Job description

As an Executive Assistant, you will play a vital role in supporting the daily operations and strategic initiatives of the GSCO organization. Your responsibilities will include managing calendars, scheduling meetings, and coordinating travel arrangements for executives. Additionally, you will handle confidential information, prepare reports and presentations, and maintain an organized filing system. Your excellent communication and interpersonal skills will be key in building strong relationships with internal and external stakeholders.

How You Will Contribute And What You Will Learn

Your responsibilities

• Provide comprehensive administrative support to the GSCO Canada Organization, including calendar management, meeting coordination, and travel arrangements.
• Handle sensitive and confidential information with discretion and maintain strict confidentiality.
• Prepare and edit reports, presentations, and correspondence for executives, ensuring accuracy and timely delivery.
• Maintain an organized filing system, both physical and digital, for easy access to important documents and records.
• Liaise with internal teams, external partners, and clients to coordinate projects, events, and initiatives.
• Assist with special projects and ad-hoc tasks as required by the executives or the department's needs.
• Stay updated on industry trends and best practices to enhance administrative support and efficiency.
• Ensure compliance with company policies and procedures, maintaining a professional and ethical work environment.
• Support the executive team in achieving their goals and objectives by providing proactive and anticipatory support.

Key Skills And Experience

Your skills and experience

• A minimum of 5 years of experience as an Executive Assistant or in a similar administrative role.
• Excellent organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Strong proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, with a willingness to learn new technologies.
• Exceptional communication skills, both written and verbal, with the ability to interact professionally with all levels of staff and external stakeholders.
• A proactive and solution-oriented approach to problem-solving, with a focus on delivering high-quality work.
• Discretion and a strong sense of confidentiality when handling sensitive information.
• Excellent time management skills and the ability to work independently with minimal supervision.
• A positive and collaborative attitude, with a willingness to contribute to a positive team environment.
• Strong attention to detail and a commitment to maintaining a high level of accuracy in all tasks.
• A flexible and adaptable mindset, able to quickly adjust to changing priorities and a dynamic work environment.