Senior Executive Assistant

MaxSys Staffing & Consulting; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company in the Marine and Aviation sectors is seeking an Executive Assistant to support their COO and HR team. The role demands excellent organizational and communication skills, along with a proven track record in a similar capacity. Ideal candidates will have strong experience in coordinating tasks, managing communications, and supporting departmental initiatives, especially within defense and public safety sectors. This position requires a strong understanding of confidentiality and discretion while working in a dynamic environment.

Qualifications

• Minimum 10 years’ experience in an Executive Assistant or similar role.
• Experience in military, defence, aerospace, marine, or nuclear industry preferred.

Responsibilities

• Manage appointments, travel arrangements, and expense claims.
• Coordinate meetings including drafting agendas and minute-taking.
• Support management team with departmental initiatives.

Skills

Communication

Coordination

Confidentiality

Judgment

Microsoft Office Suite

Education

Post-secondary education

Job description

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Associate Manager | Sr. Technical Recruiter | Federal and Private Sector | Business Analytics Expertise |

MaxSys Staffing and Consulting – an Agilus company is seeking an Executive Assistant for our client in the Marine Industry. Our client operates in both the Marine and Aviation sectors, providing critical support in several operations. This is a unique opportunity to support a team contributing to defense, security and public safety.

Security Clearance: Secret Clearance Eligibility (Residing in Canada for minimum of 10-12 years)

• You hold a post-secondary education from a recognized institution.
• You have a minimum of 10 years’ experience working in an Executive Assistant or similar role.
• Experience in military, defence, aerospace, marine, or nuclear industry is highly preferred.
• You have a strong understanding of time zones are able to work effectively with others at a distance.
• You demonstrate advanced proficiency in Microsoft Office software suite (Excel, Outlook, Word, PowerPoint).
• You have strong skills in coordination of multiple concurrent tasks.
• You have excellent verbal and written communication.
• You demonstrate good judgement, and strong ability to maintain confidentiality and discretion.

Main responsibilities and other duties as assigned:

• Support the COO, HR & Corporate Services in an Executive Assistant capacity:
• Manage appointments, travel arrangements, and expense claims;
• Manage emails, including triage and prioritization;
• Coordinate meetings including drafting agendas, preparing and distributing meeting materials, minute-taking, post-meeting support, and visitor hosting
• Coordinate meetings including drafting agendas, preparing and distributing meeting materials, minute-taking, post-meeting support, and visitor coordination.
• Coordinate a variety of projects in collaboration with internal departments, including tracking and following up on timelines and deliverables, etc.
• Research and produce reports, presentations, speaking notes, and ad-hoc project work, as required.
• Provide programmed support to the management team including the coordination of departmental initiatives, tracking and following up on timelines and deliverables.
• Plan and facilitate events as required.
• Manage documentation and records including electronic and hard copy filing, archiving.
• Ensure consistent adherence to office administration policies and procedures.

Interested to learn more? Send us your resume via [e-mail] with Subject line: Interested in Executive Assistant Role

Please note: We appreciate all applicants but due to volume, only qualified candidates will be contacted.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative, Other, and Customer Service

• Industries

  Office Administration, Business Consulting and Services, and Defense and Space Manufacturing

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