Executive Assistant

The Executive Assistant  role is responsible for providing high-level administrative and operational support to the CEO, Executive Leadership Team (ELT), and other key executives. The position focuses on executive calendar management, travel coordination, meeting logistics, communication support, and administrative task execution to ensure efficient day-to-day operations and leadership effectiveness. The role also supports coordination across teams and assists with special projects as needed.

Role Responsibilities 

• Manage executive calendars, coordinate complex scheduling, and ensure proactive planning for the CEO and ELT members. 
• Process executive expense reports, prepare presentations, and maintain critical documentation for leadership review.
• Organize and support travel arrangements (airline, hotel, rental cars) and offsite meetings for executives and teams.
• Serve as a point of coordination for internal and external communications on behalf of the CEO and ELT.
• Facilitate preparation and logistics for quarterly Headliner meetings, monthly Soundcheck events, and other strategic forums.

Event Management & SKO Administration 

• Plan and coordinate corporate events, including employee recognition events, annual meetings, in-office gatherings, and executive offsites.
• Organize all logistics and administrative tasks related to the annual Sales Kickoff (SKO) and similar strategic company-wide events.
• Coordinate vendors, venues, catering, and travel for events while managing timelines and budgets.
• Lead planning and execution of company events and office initiatives to enhance employee experience.

General Operations Support 

• Drive continuous improvement of administrative processes to enhance efficiency and effectiveness.
• Maintain a high degree of confidentiality, discretion, and professionalism while managing sensitive executive-level matters.
• Perform additional tasks and projects as assigned by the CEO or ELT to achieve organizational goals.

Experience

• 5+ years of experience in executive support, office operations, or administrative management, preferably within a technology or SaaS environment.
• 2+ years of direct experience supporting C-suite or senior leadership with confidential, strategic initiatives.
• Proven success in coordinating company events, executive meetings, and cross-departmental workflows.

Required Knowledge, Skills, and Abilities

• Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and proficiency with CRM systems (Salesforce preferred). Copilot or Claude experience is a plus.
• Strong organizational, time-management, and multitasking abilities, with exceptional attention to detail.
• Skilled at process creation and improvement to streamline executive and operational workflows.
• Excellent written and verbal communication skills, with a service-oriented approach.
• Ability to work independently, exercise sound judgment, and maintain a high level of discretion.
• Positive attitude, resilience, and adaptability in a fast-paced, high-growth environment.
• Demonstrated ability to anticipate needs and proactively solve challenges for executives.

Education

Associate degree in Business Administration, Operations, or related field (Bachelor’s degree preferred), or equivalent work experience. 

 What We Offer:  

Hybrid work, competitive compensation package, base ($75k - $80k), 401(k) match, medical, dental, vision, and life insurance, generous PTO, paid volunteer time off, paid parental leave, and working with world-class co-workers who are just as dedicated and as awesome as you are.  This role follows a hybrid work model, combining remote work, with in-office collaboration days at your nearest OTAVA office to support teamwork, knowledge sharing, and a connected work culture.

What about Otava?  

As a global leader in secure, compliant, enterprise-class cloud hosting, we deliver a full range of solutions from colocation to private and hybrid cloud computing. We’re creative thinkers who love to serve others, automate where possible, and change when required. We’re about putting people first – our employees and our customers. We have a customer-centric focus and go all in, on helping our customers protect and manage their data.  We aim for superior customer service in everything we do and strive to get even better. 

Our onboarding process is designed to ensure a seamless integration into the OTAVA team. From day one, you'll be welcomed by a team dedicated to making your transition sm