Office Administrator & Executive Assistant

Marshall Land Systems; Ottawa; On-site; CAD 60,000 - 70,000; Full time

Job summary

Marshall Land Systems is seeking an Office Administrator and Executive Assistant to join our team in Ottawa, Ontario. This fully onsite role provides high-level administrative and executive support to the Managing Director, Canada, while also overseeing the day-to-day administrative requirements of our Ottawa office.

The successful candidate will be the primary administrative contact for the office, ensuring a professional, organized, and welcoming environment.

Qualifications

• University degree, college diploma, or equivalent in Office Administration, Business Administration, Human Resources, Finance, or related field.
• Valuable experience in office management or business administration.
• Ability to communicate/present complex information concisely to diverse audiences.
• Advanced Microsoft Excel experience including macros, pivot tables, indexing, and V lookups.

Responsibilities

• Assist with hosting visitors, reception of guests and on-site meeting support.
• Coordinate office services tasks: asset management, supplies, parking, maintenance requests, badges/key assignment.
• Coordinate and distribute office mail and courier/pickups.
• Liaise with office suppliers and manage office-related vendors and contracts (supplies, promotional items, couriers, landlord).
• Ensure availability and proper inventory of office supplies to support daily operations.
• Manage office information boards including Health and Safety information, keeping items current and compliant.
• Manage off-site storage and on-site filing/storage requirements.
• Maintain office appearance and cleanliness according to standards.
• Cross-train to support other admin team members and participate in Shared Services meetings.
• Manage online workstation booking system and communicate hot desking availability to staff.
• Provide admin support for the Managing Director (calendars, groups, minutes, expense claims).
• Assist senior leaders with travel planning with corporate travel agent.

Education

Office/Business Admin degree

Tools

Microsoft Excel

Microsoft Office

Job description

Marshall Land Systems is seeking an Office Administrator and Executive Assistant to join our team in Ottawa, Ontario. Reporting to the Head of HR, the Office Administrator & Executive Assistant will provide high-level administrative and executive support to the Managing Director, Canada, while also overseeing the day-to-day administrative requirements of Marshall’s Ottawa office.

The role will serve as a key administrative point of contact, supporting the effective and efficient operation of the office and ensuring a professional, organized, and welcoming workplace environment. This is a fully onsite position, requiring the successful candidate to work from Marshall Land Systems Ottawa office Monday through Friday.

Your responsibilities in this role:

General Office Management & Administration

• Assist with hosting visitors, provide reception of guests and onsite meeting support as needed.
• Coordinate and plan for office services tasks: asset management, supplies, parking, submitting maintenance requests, badges / key assignment.
• Coordinate and distribute office mail and assist with sending and coordinating couriers/other mail delivery/pickups.
• Liaise with office suppliers and manage office-related vendors and contracts (e.g., office supplies, promotional items, couriers, Landlord company, etc.).
• Ensure the availability and proper inventory of office supplies to support daily operations.
• Manage office information boards including Health and Safety information - keeps all HS related items current and compliant.
• Manage off-site storage and on-site filing and storage requirements.
• Maintain office appearance and cleanliness according to established standards.
• Be cross trained to support other members of the administration services team as needed.
• Participate in Shared Services administration meetings and provide the team’s insight in planning and budget processes.
• Manage the online workstation booking system and provide regular communication to staff on "hot desking" workstation availability.

General Team Support

• Provide general administrative support for the Managing Director including - calendars, email distribution groups, meeting minutes, and expense claims.
• Work with key directors to understand the annual teamwork cadence and support senior leaders in planning and proactively scheduling.
• Participate in planning team meetings and managing logistics where required (catering, room booking, IT, etc.).
• Assemble data and prepare periodic and special reports, manuals, and correspondence.
• Coordinate with the senior leaders to coordinate travel requirements with corporate travel agent (travel, accommodation, and catering).
• Other duties as assigned.

• A university degree, college diploma, or equivalent in a related field (e.g. Office Administration, Business Administration, Human Resources, Finance, etc.) is required.
• Valuable experience in office management or business administration is required.
• Ability to communicate/present complex information concisely and to audiences with different levels of knowledge.
• Excellent Computer Skills: Microsoft Office suite experience required; experience with word processing, spreadsheet and database programs.
• Advanced Microsoft Excel experience including macros, pivot tables, indexing, and V lookups.
• Exceptional communication and interpersonal skills.
• Must be eligible to meet security requirements, including the Canadian Controlled Goods Program and Canadian government security requirements.

Additional Information

This job posting is for an existing vacancy.

The salary range for this position is $60,000 to $70,000 commensurate on qualifications and work experience.

About Marshall Land Systems

Marshall Land Systems is a Canadian-owned global company with an unrivalled pedigree of British engineering excellence. From its origins in Cambridge, UK, through more than a century of innovation, pioneering advances from the nose of Concorde to the early Hydrogen fuel cell technology that ultimately powered the moon landings, Marshall engineers now continue to innovate specialist vehicles and infrastructure for NATO forces across the world.

From bomb disposal vehicles to deployed shelters, from command and control to CT scanners on the battlefield, Marshall Land Systems protects people in critical situations with the very best in engineering. It employs 600 people with major facilities the UK, Canada, and the Netherlands.

DISCLOSURES

We recognize the benefits of AI and use it to support activities such as creating job descriptions and reviewing information. However, we do not use AI to assess candidates, make hiring decisions, or conduct interviews, these are always carried out by people.

While candidates may use AI to support CV writing, we encourage applications to reflect your own experience and voice, and not be fully AI generated. We also ask that AI is not used during interviews, as we want to get to know you as an individual.

We are committed to a fair, transparent, and human recruitment process.

Marshall Land Systems is an equal opportunity employer and values a diverse and inclusive workplace. All qualified candidates will receive consideration for employment without discrimination because of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status or disability, or any other characteristic protected by law. For more information please click here for Ontario and here for New Brunswick.