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We are seeking a highly skilled and experienced Executive Assistant to join our team in Kanata on a full-time basis, providing dedicated support to our CEO and the leadership team while overseeing office operations. This role is key to ensuring seamless executive assistance and contributing to a productive, professional, and welcoming environment for all employees. The ideal candidate will exhibit exceptional professionalism, discretion, and organizational acumen. As the Executive Assistant at Cerio, your contributions will directly empower the team, providing the critical support needed to drive the company’s success and foster continued growth.

What you will do

Executive Support

• Serve as the primary liaison between the CEO and internal/external stakeholders, exercising discretion and sound judgment in managing inquiries, determining appropriate actions, and communicating effectively on behalf of the CEO
• Proactively oversee and manage the CEO’s calendar, coordinating both in-person and virtual meetings across various time zones, anticipating scheduling conflicts, and providing timely solutions to ensure seamless scheduling
• Prepare, manage, and maintain all correspondence, reports, and presentations for the CEO, ensuring accuracy, clarity, and alignment with the organization's goals for both internal and external stakeholders
• Organize and coordinate all Board-related activities, including scheduling meetings, drafting agendas, preparing and distributing presentation materials, and capturing comprehensive and precise meeting minutes
• Oversee all aspects of domestic and international travel arrangements, ensuring detailed itineraries, adaptability for last-minute changes, and prompt on-call support. Provide timely reconciliation of expenses for the CEO and other team members
• Support the CEO in public relations efforts with key stakeholders and partners by preparing follow-up communications, contributing to relationship-building, and assisting in cultivating long-term strategic partnerships that further our organizational objectives
• Assist with the budgeting process by compiling submissions, and reconciling information to ensure accurate financial tracking

• Provide executive-level administrative support to other Senior Leadership team members as needed, demonstrating flexibility, initiative, and commitment to organizational success

Office Management

• As the first point of contact, oversee the day-to-day operations in the Kanata office, ensuring a welcoming environment for on-site employees and guests
• Maintain office supplies, including stationery, beverages, and other essentials, ensuring prompt replenishment when needed
• Organize or assist in organizing meetings and events, both on-site and off-site, ensuring all logistics and details are carried out from start to finish
• Plan, partner and coordinate with designers, contractors and suppliers for office planning and maintenance logistics, to address office needs promptly
• Support health and safety initiatives as the prime for the Joint Health & Safety Committee

What you bring to the team

• A minimum of 5-7 years of experience in executive-level administrative support and office management
• Proven expertise in efficiently managing and prioritizing executives' schedules, as well as your own, with exceptional attention to detail
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and virtual meeting platforms such as Zoom, with the ability to quickly learn and adapt to new tools as needed
• Experience coordinating travel arrangements, including liaising with travel consultants, ensuring precision, cost-effectiveness, and seamless execution of domestic and international itineraries
• Ability to swiftly adapt to last-minute changes, including managing urgent or after-hours requests while understanding shifting priorities and maintaining flexibility
• Strong interpersonal skills, with the ability to interact professionally and effectively with diverse stakeholders at all levels
• Demonstrated ability to handle sensitive and confidential information with the utmost discretion
• Exceptional organizational skills, with a proven ability to prioritize and execute tasks efficiently in a fast-paced, high-pressure environment
• A positive attitude and a proactive, solutions-oriented approach to challenges, with the ability to anticipate needs and act with initiative
• Knowledge of Ontario health and safety standards and procedures, is an asset

Additional Requirements

• Must be within commuting distance of Kanata (Ottawa, ON) as this role requires presence in the office 3 days per week
• A valid driver’s license and access to a vehicle to allow for office supply pickups and errands

Total Rewards

Compensation for this role is determined by experience, skills, and internal equity considerations. Cerio offers a comprehensive total rewards package for this position including competitive base salary and incentive bonus program, health benefits package, employee assistance program, and generous time off programs. Our People & Culture team welcomes discussions about total rewards during your conversations.

About Cerio

Cerio is headquartered in Ottawa, Canada, with offices and projects spanning international markets, and Centers of Excellence in Europe and North America. Cerio, creating new scale economics for the AI and Cloud era, delivers an open systems platform for a more sustainable data center. Learn more at cerio.io and follow us on X and LinkedIn.

We are an equal opportunity employer and welcome applications from all qualified candidates. Our hiring decisions are based solely on merit, skills, and potential, without regard to race, national or ethnic origin, colour, religion, sex, sexual orientation, gender identity or expression, age, record of offenses, marital status, family status, genetic characteristics or disability.

In addition, Cerio is committed to providing accommodations for people with disabilities. Please let us know if you require a reasonable accommodation due to a disability during any aspect of your candidate experience so we can better support you. Our People & Culture team can be reached by emailing hr@cerio.io.