Executive Administrative Assistant

Ottawa, ON
Permanent
Temps-plein

Il y a 8 jours

Job Posting Title Executive Administrative AssistantJob Category Executive/Administrative Assistant, ProfessionalsLanguage Requirements Bilingual Required / Bilingue requisEnglish and French are required / Le français et l'anglais sont requis.Flexible Work Agreement Type Hybrid / HybridePosting End Date 2026-04-26Job Grade P1Pay Range Commensurate with Experience / Selon l’expérienceJob Summary The Executive Administrative Assistant is accountable for the provision of an administrative support system for the Safety and Quality Director team through the coordination of priority actions, correspondence control, inter-departmental liaison and the provision of advice, intelligence and interpretations.Twenty-five percent of the time will be spent providing executive and administrative support services to the Vice President & Chief Safety & Quality 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 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 DescriptionWhat 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:

Provide general administrative services (e.g., prepare presentations, meeting materials, manage attendance and leave records).
Produce and manage sensitive and confidential material for management.
Coordinate letters, documents, and other correspondence.
Maintain calendars and meeting schedules for the supported leaders.
Manage budgeting-related tasks such as office supplies, invoice processing, file management, and general office administration.
Identify and recommend opportunities to streamline services and processes.
Support the administrative needs of local and regional management to ensure consistency across regions.
Organize and coordinate meetings, including agenda preparation, scheduling, and minute-taking as assigned.
Prepare materials for Board and Committee meetings.
Plan logistics for off-site meetings and events.
Collaborate with Executive Assistants to support logistics, catering, and coordination for Board Meetings, Senior Leadership Meetings, conferences, and larger-scale events.
Communicate daily with internal and external contacts, including senior management, acting as a point of contact for external customers and stakeholders, promoting excellent customer service and protecting NAV CANADA’s reputation.

What you bring:

3 years’ experience in office administration working with senior executives.
Experience supporting senior management and providing general office coordination.
Experience with managing scheduling priorities.
Proficiency with administrative tools and MS365.
Experience working in a complex, fast-paced.
Experience in aviation or a safety‑sensitive industry.

How others describe you:

Tactful, dependable, and consistently delivering high‑quality work.
Professional with excellent interpersonal skills and the ability to influence and build trust with integrity.
Highly organized with strong time management abilities.
Clear and confident communicator (both written and verbal).
Shows initiative, works autonomously, and manages tasks with minimal direction.
Adaptable and able to handle shifting priorities and deadlines.
Exercises sound judgment with confidential and sensitive issues.
Comfortable interacting with various levels of management.
Quick learner, resourceful, and curious.
Tech-savvy, detail-oriented, and comfortable navigating complex environments.

Working Conditions:

This position is a hybrid position with an average – 4 days per week on site.
Occasional travel required
Standard working hours, may need extended hours on occasion based on Business needs.

Behaviour Statement:

All employees of NAV CANADA are expected to demonstrate behaviours aligned with company’s Code of Business Conduct, values, safety and objectives. This includes adherence to any safety policies, standards, and procedures corresponding to job responsibilities and duties.

IMPORTANT:Please submit a letter along with your resume answering the following questions:1. What makes an Executive Administrative Assistant shared with three Safety and Quality Directors successful in supporting senior leadership in a safety and quality‑focused environment. How do your skills and experience align with those expectations?2. Describe your experience managing complex administrative initiatives, working with data or digital tool, and ensuring information is organized, accurate, and accessible.3. How would you describe your approach to supporting executives and directors—particularly when managing confidential information, competing priorities, and high‑stakes communications—and how has this approach contributed to effective leadership support?4. What skills do you feel you possess that would contribute to planning and executing large Safety Conferences twice per year across multiple aviation industry stakeholders?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.We thank all applicants for their interest; only those selected for next steps will be contacted.-

Nav Canada

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