Executive Administrative Assistant
Hiboo Networks Inc., is a new telecommunications company in the Ottawa-Gatineau region that is wholly owned by Hydro Ottawa Holdings Inc.
Hiboo Networks Inc is passionate and excited to provide high-quality and high-speed fibre optic network solutions and internet services to the Ottawa-Gatineau region. Our fast, high-capacity and highly-secure connectivity solutions built on state of the art technology, will deliver the low latency and high reliability network services that the business community increasingly requires to support the region’s global leadership and international growth and success.
Imagine working for a new exciting company, where employees have a chance to make a difference, be innovative and contribute to the success of the organization.
Hiboo Networks Inc. is currently searching for a talented individual to join our team as Executive Administrative Assistant. This position will be responsible for assisting the Hiboo team with administrative and operational tasks and responsibilities to ensure the smooth operation of the office.
What You Will Do
- Develops and implements office policies by setting up procedures and standards to guide the smooth operation of the office location
- Manages agendas/travel arrangements/appointments etc. for the management team
- Provides support for the General Manager on projects, reports, programs and initiatives
- Assists the General Manager at meetings, conferences, activities and industry events
- Schedules staff meetings and prepares minutes on a bi-weekly basis and circulates as required
- Coordinates and assists with setting up logistics for on-site and off-site meetings (i.e. catering requirements)
- Submits timely reports and prepares presentations/proposals
- Manages relationships with third parties such as vendors (i.e. office space) and service providers
- Liaisons with IT and coordinates equipment and technical purchases with the assistance of the third-party IT consultant
- Maintains and implements an efficient filing system
- Supports Finance, HR and employees with administration projects as needed
- Orders all office, administration and IT equipment when needed
Qualifications
- A Post-Secondary Diploma or Degree in Administration, Business, Arts, or a related discipline
- A minimum of five (5) years of progressive relevant experience in office administration and/or project management
- A minimum of three (3) years supporting a person at the Executive Level
- Proficiency in Microsoft Office (Word, Excel and PowerPoint)
- Experience in a start-up organization and/or the IT/telecommunications industry is an asset
- Effective communication strategies and tactics (listening, verbal, written and presentations)
- Excellent organizational, time management, analytical and problem solving skills are required
- Ability to multitask
- Bilingualism is an asset
Great to Have
- Adaptable, adjusts and responds to change, can pivot and prioritize
- Commitment to quality and excellence
- Entrepreneurial spirit, is innovative, challenges the status quo and can take risks
- Motivated to “hit the ground running”, a self-starter who can take initiative
- Integrity, is trustworthy, fulfills commitments and does what is right
- Collaboration skills, a team player who loves working with others and sharing ideas
- Provides “best in class” customer service