Executive Administrative Assistant

NAV CANADA • Ottawa, Ontario, Canada • 18h ago

Job Posting Title
Executive Administrative Assistant Job Category
Executive/Administrative Assistant, Professionals Language Requirements
Bilingual / Bilingue Flexible Work Agreement Type
Hybrid / Hybride Posting End Date
2025-05-11 Job Grade
P1 Pay Range
Commensurate with Experience / Selon l'expérience Job Summary
We are looking for an Executive Administrative Assistant to provide executive and administrative support services to the Vice President \& Chief Strategy Officer and the Vice President \& Chief Stakeholder Relations and Communications Officer.

You will have the opportunity to build relationships and work collaboratively with colleagues, management, employees as well as external contractors. You would enjoy the challenge of dealing with conflicting priorities and demands on management, and the need to for you to work simultaneously on many tasks and/or projects. You will use your judgment and discretion when providing support and making administrative decisions that would have an impact on efficiency and effectiveness within the department.

Job Description

What NAV CANADA offers you:

Challenging, team-oriented work environment
Competitive compensation and flexible benefits
Defined benefit pension plan
Opportunities for growth and development
Flexible work arrangements
Diverse and inclusive workforce

In this role you will:

Key Accountabilities:

Manage correspondence and documentation (formatting, inputting, editing and transmitting)
Draft letters and documents
Document management (monitor receipt of reports/documents from various sources; conduct follow up activities; organize and file documentation, collect, analyse and categorise information).
Correspondence management (creates tasks; monitor and follows up on action items; draft responses to internal and external parties).
Communicate and obtain information for and on behalf of the senior leaders and other team members.
Organize/coordinate meetings, maintain agendas and meeting schedules, record minutes of meetings as assigned
Maintain calendar/meeting schedules
Manage travel arrangements, assist with expense report preparation
Coordinating and planning recurrent planning cycles activities within different departments, aligning calendars and deadlines
Preparation of material for Board meetings/Committees
Logistics and event planning for off-site meetings
Provide project management support (assist with documentation of plan, ongoing and post-project reporting, Quality Management System, SharePoint, etc)
Provide back-up support during absences for others
Collaborate with fellow Executive Assistants to support logistics, catering, and other operational needs for Board Meetings, Senior Leadership Meetings, and conferences. Contribute to cross-functional coordination for larger-scale events.
Provide support in communications:
Developing Power Point presentations and Word documents with a high quality of formatting and visuals
Creating and editing internal SharePoint site
Adapting original text to highlight key elements in the message, ensure clarity, adapted to audiences

What you bring:

Education/Occupational Certification:

Diploma from a recognized post-secondary institution.

Experience:

3 years' experience in office administration working with senior executive
Education in communications/business administration/humanities is desirable
Experience working with MS Office in a business environment (Word, Excel and PowerPoint).
University degree is desirable

Knowledge:

Excellent knowledge and abilities using MS Office. Use of M365 is an asset.
Knowledge of other business software including Workday, SharePoint and Diligent Boards.

Abilities:

Excellent MS Office computer knowledge and skills
Excellent communication skills written and verbal
Business judgment
Excellent organizational and time management skills
Great analytical and system's thinking skills
Proficient writing and summarizing skills in English and French
Proof reading and edit for spelling and grammatical adequacy

Personal Suitability:

Highly adaptable with ability to respond to rapidly shifting priorities and deadlines
Initiative and self-managing skills to work independently with minimal direction
Excellent interpersonal skills, professionalism and integrity
Ability to exercise sound judgment in setting priorities and dealing with confidential and sensitive issues
Ability to interact with various levels of management
Ability and interest to develop and increase business judgment
Quick learner
Curiosity and resourcefulness
Comfortable in complex environment
Tech-Savvy
Detail Oriented

Working Conditions:

This position is based at the Ottawa Head Office and is classified as a Hybrid position requiring incumbent to be on site a minimum 3 days per week.
Standard working hours, may need extended hours on occasion based on Business needs.

NAV CANADA is committed to building a skilled, diverse workforce reflective of Canadian society. If you do not believe that you match every job requirement listed on this job posting, we still encourage you to apply. NAV CANADA encourages a culture of learning and growth, and recognizes that although some technical skills are mandatory, many others can be taught.

Our Company strives to create an inclusive and barrier-free selection process and work environment. If you require accommodations during this competition process, please ensure that you inform the interview coordinator or hiring manager of any accommodation measures you may require. NAV CANADA will provide accommodations throughout the recruitment and selection process to applicants with disabilities as required.

The successful candidate must meet the security requirement of the position and be legally able to work in Canada.