OPERATIONAL SUPPORT SPECIALIST (FTE)

INVEST OTTAWA – BAYVIEW YARDS

Invest Ottawa is seeking an Operational Support Specialist to provide high-quality administrative and operational coordination support to the Office of the CEO and members of the Executive Leadership Team (ELT).

This role plays an important part in enabling executive effectiveness, ensuring strong organizational alignment, and supporting disciplined follow-through across priority initiatives. The position enhances the efficiency of the Executive Office through schedule management, document preparation, workflow coordination, and operational support for key projects. Working closely with senior leaders, this role requires strong organizational skills, professionalism, and attention to detail. The successful candidate will proactively manage multiple priorities in a fast-paced environment while ensuring smooth, efficient administrative and operational processes.

• Corporate Pay Band B: $49,600-$74,400
• Hiring Salary Range: $49,600 - $63,000
• Reason for opening: New Position

WHAT YOU WILL BE DOING:

Executive Administrative Support

• Provide day-to-day administrative support to members of the Executive Leadership Team and the Executive Operations function.
• Coordinate and manage executive calendars, including meeting logistics and prioritization of requests.
• Prepare, format, and edit presentations, reports, briefing materials, and executive documents.
• Record meeting notes and track action items using tools such as Fellow and Asana to support follow-up and accountability.
• Process monthly expense claims for executives.
• Maintain organized digital filing systems and ensure accurate version control of executive documents.
• Conduct targeted research in support of executive briefings and strategic initiatives when required.
• Anticipate executive needs, identify risks or gaps early, and proactively propose solutions to maintain momentum on priorities.

Operational Coordination and Workflow Support

• Support document management and maintain internal workflows and tracking systems.
• Assist with updates to internal processes, templates, and operational documentation.
• Process purchasing and finance-related documentation.
• Maintain project tracking tools such as Asana to ensure deliverables and follow-ups are completed efficiently.

Administrative Support for Priority Initiatives and Special Projects

• Provide administrative coordination for time-bound, high-priority initiatives involving cross-team collaboration.
• Coordinate meeting logistics including room bookings, technology setup, and catering for Executive Leadership meetings.
• Provide general administrative and project support to the Executive Operations function.

WHAT YOU HAVE ACCOMPLISHED/ GAINED THROUGHOUT YOUR CAREER:

• Post-secondary education in Business Administration, Office Administration, Communications, Project Management, or a related field is preferred.
• 1–3 years of experience in administrative, coordination, or operational support roles.
• Experience supporting senior leaders or executive teams in a complex organization is considered an asset.
• Strong organizational, time-management, and problem-solving skills with exceptional attention to detail.
• Ability to manage multiple priorities with professionalism, sound judgment, and discretion.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft 365 applications and project collaboration tools.
• Ability to maintain confidentiality and manage sensitive information appropriately.
• Demonstrated initiative and ability to work effectively in a fast-paced and dynamic environment.
• Strong interpersonal skills and the ability to build collaborative and trusted working relationships across teams

Do you have some of these skills but maybe not all? We still encourage you to apply as we would love to review your unique application and learn more about you!

At Invest Ottawa and Bayview Yards, we know that diversity, inclusion and a sense of belongingness are critical success factors for globally competitive organizations and are required to drive sustainable wealth creation and prosperity across our region. We prioritize the creation of an inclusive culture and infuse diversity into our programs, operations and governance. As an equal opportunity employer that doesn’t simply accept difference but celebrates, support and thrives because of it, we invite all qualified candidates to apply, and especially encourage those who identify as members of underrepresented groups.

Invest Ottawa and Bayview Yards are determined to provide a barrier-free work environment, starting with the hiring process. If you require accommodation during any phase of the evaluation process, please contact hr@investottawa.ca to request specialized accommodation. Do know, all information received in relation to accommodation will be kept confidential.
At Invest Ottawa and Bayview Yards, we are focused on doing better and committed to leading by example because it’s what’s best for us, our culture and our community.

We may use an AI‑enabled assistant to take notes during our recruitment process to help our team stay present and engaged during interviews. The tool does not screen, assess, or select applicants, and all hiring decisions are made by people. We welcome inquiries about AI use and/or requests for accommodations at any stage of the hiring process. Personal information (including recordings, transcripts, and summaries) is safeguarded in line with our privacy policy and applicable Ontario privacy legislation.