Executive Assistant to the CEO

NuEnergy; Ottawa; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A leading AI management firm in Ottawa seeks an Executive Assistant to the CEO. The role involves managing executive schedules, coordinating communications, and assisting with HR tasks. Candidates must have over 5 years of experience in similar positions and possess strong organizational and communication skills. This position offers hybrid work flexibility and the chance to contribute to responsible AI governance.

Benefits

Hybrid work flexibility

Collaborative team environment

Opportunity for growth in AI governance

Qualifications

• 5+ years experience as an Executive Assistant or related roles.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.

Responsibilities

• Manage CEO's calendar and track scheduling.
• Draft and edit executive-level correspondence.
• Assist with recruitment processes and manage HR tasks.
• Coordinate project logistics and office organization.

Skills

Organizational skills

Time-management skills

Written communication skills

Verbal communication skills

Tools

Google Workspace

Microsoft Teams

BambooHR

Job description

Overview

Position Title: Executive Assistant to the CEO

Contract: 12-Month Contract with the possibility of permanent employment

Start Date: October 12, 2025

Location: Ottawa, hybrid - mix of remote and in-office at 132 Glenora St.

Company: About Us

At , we believe AI can be trustworthy. We are a Canadian Artificial Intelligence management software and professional services firm partnering with organizations developing, implementing, or procuring AI to deliver customized principled and ethical AI solutions. Our experienced team of specialists works as a neutral third-party to deploy proven AI governance research and methodologies, monitored through our transparent Machine Trust Platform.

About the Role

We are seeking a highly organized and proactive Executive Assistant (EA) to the CEO to provide comprehensive support to our CEO and leadership team. The EA will play a critical role in ensuring smooth operations across executive scheduling, communications, HR coordination, and organizational initiatives. This is a multi-faceted role requiring a mix of executive support, project coordination, HR administration, and communications management.

Key Responsibilities

• Executive & Administrative Support
• Manage CEO's calendar, including 1:1 meetings, board meetings, external events, and travel.
• Track team schedules, out-of-office dates, and coordinate in-person / virtual meetings.
• Prepare briefing notes, agendas, and follow-ups for high-level meetings and events.
• Handle confidential information with discretion and professionalism.

• Communications & Coordination
• Draft and edit executive-level correspondence (emails, press releases, LinkedIn posts).
• Coordinate with external stakeholders (government officials, media, partners).
• Support internal communications (weekly newsletters, team updates, meeting templates).
• Ensure consistency in branding, tone, and messaging across platforms.

• HR & Team Operations
• Assist with recruitment processes (job postings, candidate outreach, scheduling, onboarding).
• Manage BambooHR updates, vacation and time off requests, and employee documentation.
• Organize staff socials, Lunch & Learn sessions, and internal events.
• Track attendance at all-staff meetings and follow up with employees when needed.

• Project & Event Support
• Assist with preparation of marketing decks, white papers, and event collateral.
• Coordinate logistics for conferences, summits, and external speaking engagements.
• Manage office organization (e.g., Glenora workspace) and vendor coordination.

Qualifications

• 5+ years experience as an Executive Assistant, Office Manager, or HR / Comms Coordinator overall including experience as an EA or equivalent
• Strong organizational and time-management skills with the ability to handle multiple priorities.
• Excellent written and verbal communication skills; experience drafting executive-level materials.
• Familiarity with Google Workspace, Microsoft Teams, and HR platforms (e.g., BambooHR).
• Experience in tech, AI, or government relations is an asset but not required.
• Discretion, professionalism, and a proactive approach are essential.

What We Offer

• A chance to work at the forefront of responsible AI governance in Canada.
• Hybrid work flexibility.
• Opportunity to contribute to both a high-growth tech company and a national not-for-profit.
• Collaborative team environment where your ideas and initiative are valued.