Executive Assistant & Special Projects

OXARO Inc.; Ottawa; On-site; CAD 55,000 - 70,000; Full time

Job summary

OXARO Inc. in Ottawa, ON is seeking an Executive Assistant & Special Projects professional to support the CEO and ensure the smooth operation of daily office activities on-site.

You will manage the CEO's calendar, coordinate meetings, track internal projects and deliverables, and prepare documentation and status updates across the organization. A detail-oriented, discreet, bilingual candidate with 3+ years of senior-executive support experience is ideal.

Qualifications

• 3+ years experience supporting senior executives or C-suite
• Ability to balance executive support with project coordination
• Discretion, professionalism, and handling sensitive information

Responsibilities

• Lead and manage internal projects and strategic initiatives with timelines and stakeholders
• Manage CEO calendar, meetings, and competing commitments
• Attend leadership meetings, capture minutes, action items, and decisions
• Produce and format documents to company standards (letters, reports, correspondence)
• Coordinate meetings (invitations, rooms, equipment, materials)
• Track project milestones and deliverables and follow-ups
• Prepare project-related materials and status updates
• Maintain meeting schedules and committee tracking tables
• Coordinate agenda follow-ups and travel arrangements
• Manage both digital and physical records and filing

Skills

Executive support

Project coordination

Cross-functional collaboration

Discretion & confidentiality

MS Office

Education

Post-secondary education in Office Administration or related field

Tools

Microsoft Office

PowerPoint

Canva

Job description

Location: Ottawa, ON (on-site)

Security Clearance: Reliability (or eligibility to obtain)

Vacancy Status: This posting is for a new vacancy. We are actively hiring for this position.

Salary Range: $55,000-$70,000 annually, plus benefits.

About Us

We are a member firm of the greater Raymond Chabot Grant Thornton & Grant Thornton Canada networks. OXARO is a dynamic and fast-growing technology consulting firm at the forefront of digital transformation within the Canadian public sector. Our mission is to partner with government agencies to modernize their applications, streamline their processes, and enhance their service delivery through innovative technology solutions. We are a team of passionate problem-solvers dedicated to making a tangible impact on our community.

The Role

We are seeking a highly organized and proactive Executive Assistant & Special Projects professional to support the CEO and help ensure the smooth operation of daily office activities. In this on-site role, you will manage administrative priorities, coordinate meetings and documentation, track internal projects and deliverables, and support follow-ups across the organization. This position is ideal for someone who is detail-oriented, discreet, bilingual, and comfortable balancing executive support with hands-on project coordination.

Day-to-Day Responsibilities

• Lead and manage internal projects and strategic initiatives, ensuring timelines, deliverables, stakeholder communications, and project objectives are achieved.
• Manage and prioritize the CEO's calendar, appointments, meetings, and competing commitments, ensuring effective time management and alignment with business priorities.
• Attend executive and leadership meetings, capture meeting minutes, action items, and decisions.
• Produce, revise, and format a variety of documents in accordance with company standards, including letters, reports, and correspondence.
• Monitor files and manage internal and external requests.
• Coordinate meetings, including sending invitations, reserving rooms and equipment, and preparing and distributing required documentation.
• Track project milestones, timelines, deliverables, and follow-up activities to ensure progress and timely completion.
• Prepare project-related documentation, presentations, meeting materials, and status updates.
• Maintain meeting schedules and committee tracking tables.
• Coordinate agenda follow-ups and related logistics, including meeting notices, agenda distribution, Outlook follow-ups, and travel arrangements.
• Manage digital and physical records, including document filing, mail coordination, and archiving.
• Perform other related duties as required.

What You Bring To The Table

• 3+ years of experience supporting senior executives, executives, or C-suite leaders.
• Demonstrated experience coordinating or leading projects from initiation to completion.
• Experience supporting cross-functional projects, change initiatives, or organizational improvements.
• Demonstrated ability to anticipate needs, identify priorities, and proactively resolve issues in a fast-paced executive environment.
• Excellent customer service skills and sound professional judgment.
• Ability to work effectively under pressure in a fast-paced, changing environment while managing multiple files and priorities simultaneously.
• Proven ability to handle confidential and sensitive information with a high degree of professionalism, discretion, and integrity.
• Demonstrated organizational, coordination, and problem-solving abilities, with a high degree of autonomy, attention to detail, discretion, and efficiency.
• Strong proficiency with the Microsoft Office Suite and presentation software such as PowerPoint and Canva, with a particular strength in document creation and assembly.
• Outstanding verbal and written communication skills in English (Bilingual in French and English would be an asset).
• Currently residing in the Ottawa-Gatineau region and holding, or being eligible to obtain, a Government of Canada Reliability security clearance.
• Post-secondary education in Office Administration, Business Administration, or a related field.

Why Join Us?

• Make an Impact: Play a key role in modernizing Canada's public sector and see the direct impact of your work on our communities.
• Career Growth: As a fast-growing company, we offer significant opportunities for professional development and career advancement.
• Collaborative Culture: Join a supportive and collaborative team where your ideas are valued and you can learn from some of the best in the industry.
• Challenging Projects: Work on a variety of interesting and complex projects that will keep you engaged and continuously learning.

AI Disclosure:

We do not use artificial intelligence (AI) tools to screen, assess, or select applicants at any stage of our recruitment process. All applications are reviewed by our recruitment team.

OXARO is committed to fostering an inclusive, equitable and respectful workplace where every individual feels valued and empowered to contribute their best. We believe that diversity drives innovation and strengthens our ability to serve our clients and communities. We are dedicated to ensuring a fair and unbiased recruitment process and welcome applications from members of the four designated groups under the Employment Equity Act: women, Indigenous peoples, persons with disabilities and members of visible minorities.

Accommodations are available upon request for candidates taking part in all aspects of the recruitment process.