Job Description

Tech companies are hiring in Ottawa! If youxe2x80x99re looking for your next opportunity in tech, Work in Ottawa can help you build a thriving career in the fast-growing technology industry in Canadaxe2x80x99s capital.As an initiative of the cityxe2x80x99s economic development agency, Invest Ottawa, Work in Ottawa helps tech firms fill open positions quickly so they can grow and scale fasterWe are excited to partner with Ross Video on their search for Executive Assistant.The Executive Assistant to the CEO provides high-level administrative support to the Chief Executive Officer, ensuring the smooth operation of the CEO's office. This role involves managing the CEO's schedule, handling and responding to correspondence, arranging travel plans, and performing various tasks to support the CEO in achieving the company's strategic objectives. When time permits, this role also assists other members of the Board and the Executive Leadership Team. The Executive Assistant is required to maintain confidentiality while professionally and courteously representing the CEO in all interactions.This opportunity is an 18-month contract.Who you report to: Chief Executive Officer (CEO)What we offer:Ross offers competitive salaries and comprehensive health plans, as well as several perks to help you perform at your best.Some of these perks include flexible hours, generous paid time off, fitness/wellness allowance, employee share ownership program, professional development support and a ton of fun social activities and events!Best of all, you will be part of the Ross Video team, and wexe2x80x99ve got a pretty energizing environment here.What the job is all about:

• Calendar Management: Schedule and coordinate meetings, appointments, and unallocated time for the CEO; proactively identify priorities, deadlines, and urgent matters to optimize the executive's time; ensure recurring meetings are held consistently; anticipate and resolve scheduling conflicts and adapt quickly to changing priorities; manage the Corporate Calendar.
• Travel Arrangements: Organize and manage complex travel plans, including booking flights, hotels, and transportation; coordinate with stakeholders to prepare detailed travel itineraries and background information; ensure all necessary travel documents and visas are in order.
• Communication: Regularly review the CEOxe2x80x99s incoming email and social media messages looking for opportunities to proactively respond and manage requests for the CEO; proactively assist in selectively growing the CEOxe2x80x99s social media followers; manage incoming and outgoing paper mail; coordinate these activities with the CEO with regular updates as appropriate; perform follow-ups for the CEO as required.
• Relationship Management: Develop and sustain strong relationships and a level of professionalism with stakeholders, including executives, board members, employees, shareholders, suppliers, business partners, customers and the public; work collaboratively with other Executive and Administrative Assistants within the company.
• Event Management: Coordinate board meetings, Quarterly Staff Update meetings, shareholder meetings, industry association meetings, select company events, and other special events as requested to ensure they happen smoothly; consolidate and if required, convert associated presentations into standard formats.
• Information Management: Handle confidential and sensitive information with discretion; assist with expense reports, timesheets, and credit cards; check direct report expenses and minor purchase approvals; company car logs and appointments; manage certain company charitable donations; manage selected company travel points systems.
• Administrative Support: Ensure food and drinks arrive when required; ensure the CEO office is clean, tidy and well equipped; very rarely, perform personal errands.
• Organizational Integration: Optionally, become an active member of the Social Committee, Health and Safety Committee, Health and Wellness Committee, and other groups in Ross to build an additional bridge between the Office of the CEO and the rest of the company.
• Other: Handle special projects and tasks as assigned by the CEO; proactively look for additional ways to help others in the organization when time permits; perform other related duties as required.

Who you are:

• Bachelorxe2x80x99s degree in business administration, communications, or a related field preferred.
• Minimum of 5-7 years of experience in an administrative role preferred
• Strong problem-solving skills and ability to make sound decisions under pressure
• High attention to detail.
• Strong organizational and time management skills.
• Ability to multi-task when required and with a good sense of urgency.
• Excellent written and verbal communication skills in English.
• Ability to work independently and unsupervised, as well as part of a team.
• Proactive and able to anticipate the needs of the CEO.
• Ability to deal with confidential information with a high degree of diplomacy; ability to build trusted relationships.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)

Bonus points if you have the following:

• Driverxe2x80x99s License and access to a vehicle required
• This position is a hybrid role based in the Greater Ottawa Area and requires being present in the Ottawa (Auriga Drive) office two to three days per week.

Work in Ottawa utilizes a secure, closed AI environment for the initial screening of resumes, ensuring your data remains safe while helping us efficiently identify top candidates. We encourage all applicants to apply, even if you do not meet every requirement if you possess relevant skills, enthusiasm and eagerness to grow, we want to hear from you! To enhance your visibility, consider including relevant keywords in your resume.If you require any accommodation during the hiring process, please reach out to Talent Acquisition.Work in Ottawa is an initiative of Invest Ottawa, the economic development agency with a mandate of facilitating economic growth and job creation for the city of Ottawa. As a hub for innovation and growth, Ottawa is home to a vibrant tech job market that beckons top talent from around the globeOttawaxe2x80x99s leading employers are on the lookout for professionals like you. If youxe2x80x99re ready to elevate your career, our cityxe2x80x99s dynamic job market offers a wealth of opportunities. with top companies and find your place among the best in Ottawaxe2x80x99s tech scene.

Work in Ottawa