Executive Assistant
Job Summary
Job Description
As an Executive Assistant to the Chief Operating Officer, you will play a crucial role in ensuring smooth operations by anticipating needs, managing schedules, and handling administrative and strategic tasks. Your responsibilities will include managing complex calendars, coordinating travel, preparing briefings, and acting as a liaison between the COO and various stakeholders. You will also be involved in tracking projects, improving internal processes, and supporting cross-organizational alignment. Additionally, you will support the COO's engagement with staff, manage internal communications, and facilitate knowledge sharing. This role requires a proactive, highly organized individual who thrives in a fast-paced environment and is motivated by impact.
Must have:
- 5+ years experience in a support role.
- Ability to stay calm and focused while juggling multiple tasks.
- Strong written and verbal communication skills.
- Highly tech-savvy with tools like Google Workspace, Slack, and Monday.com.
- Comfortable working independently and making judgment calls when needed.
- Deeply organized with high attention to detail.
5 skills required
Job Details
Who We Are:
Working alongside rural, remote, Indigenous, and other communities, Ampere delivers programs for people of all ages to cultivate STEAM (Science, Technology, Engineering, Art, and Math) skills through innovative technology, art, and play. It offers world-class Makerspaces, maker kits and activities, and works with educators to introduce children to a STEAM-based curriculum that brings learning to life.
After more than a decade of co-designing and delivering science, technology, engineering, arts and math (STEAM) education, Pinnguaq’s name is changing to reflect the organization’s evolution; Pinnguaq is now Ampere. Please take this into consideration while maneuvering our websites to better understand our story!
Why Join us?
- Mission-driven impact – Contribute to meaningful work that supports communities and promotes digital inclusion across Canada.
- Enjoy the flexibility to maintain a healthy work-life balance with schedules that fit your lifestyle.
- Comprehensive benefits – Access a robust benefits package designed to support your health and wellness.
- Pension Plan – Plan for your future with a competitive pension plan.
- Wellness Perks – Take advantage of wellness initiatives that promote your physical and mental well-being.
Job Summary:
We’re looking for a proactive, highly organized, and trusted Executive Assistant to our Chief Operating Officer. This role is essential in keeping things running smoothly behind the scenes—anticipating needs, managing schedules, and handling a wide range of administrative and strategic tasks. You’ll be a thought partner, a gatekeeper, a connector, and a steady hand during high-stakes moments. This is a dynamic position for someone who thrives in fast-moving environments, loves solving problems before they happen, and is motivated by impact.
Responsibilities:
Executive Support
- Manage complex calendars, prioritize meetings, and coordinate travel for the COO.
- Monitor and manage email inboxes, flagging urgent or time-sensitive communications.
- Prepare briefings, backgrounders, talking points, and presentation materials
- Act as a liaison between the COO and staff, board members, community partners, and external stakeholders.
- Apply your operations experience to support the COO with tracking projects, improving internal processes, and helping teams stay aligned and on schedule.
Meeting & Event Coordination
- Schedule and prepare for internal and external meetings, including agendas, logistics, and materials.
- Attend meetings when needed to take notes, track action items, and ensure follow-up.
- Support the coordination of leadership offsites, organization-wide events, and community launches.
Project & Priority Management
- Work closely with the Project Management Office to help track the progress of strategic initiatives, working across departments to support deliverables and accountability.
- Maintain dashboards, timelines, and task trackers for COO-led projects and priorities.
- Draft internal and external communications related to executive projects and organizational updates
Cross-Organizational Support
- Help ensure alignment between teams by managing internal communications and facilitating knowledge sharing
- Coordinate activities across regional teams, particularly between Ontario and Nunavut
- Support efforts to grow Indigenous hiring pathways, workforce development projects, and community outreach programs
Culture & Connection
- Support the COO’s engagement with staff through 1:1 coordination, feedback loops, and connection points
- Work with the People & Culture team to keep leadership engaged in wellness and belonging initiatives
- Maintain discretion and care in handling confidential employee or organizational matters
Attributes and Qualifications:
- 5+ years in an executive assistant, operations coordinator, or similar high-responsibility support role
- Ability to stay calm and focused when juggling multiple tasks
- Strong written and verbal communication skills
- Highly tech-savvy (Google Workspace, Slack, Monday.com, etc.)
- Comfortable working independently and making judgment calls when needed
- Deeply organized, with high attention to detail
- Trustworthy, approachable, and aligned with Ampere’s mission and values
- Able to handle ambiguity with grace and roll with shifting priorities
- A high degree of emotional intelligence and people centered approaches to working
- Equal consideration will be given to non-academic skills and experiences of candidates.
Ampere prioritizes the safety of our employees and the community members we work with, because of this we may require both new hires and current team members to undergo a Vulnerable Sector Screening (VSS). The approval for acceptance of a VSS lies with our People and Culture Team and Management. To ensure up-to-date documentation, please ensure it has not been over six months since the date of completion of the VSS you are submitting. The expense for the VSS falls on the individual, not the company, if there are any concerns regarding this please speak to the People and Culture Team. Additionally, please confirm you're completing the VSS in the correct region.
Ampere strongly believes in fostering diversity within the communities we serve. We welcome those who would contribute to the further diversification of our staff including, but not limited to, Indigenous people, women, visible minorities, persons with disabilities and persons of any sexual orientation or gender identity.
Ampere is committed to developing inclusive, barrier-free recruitment and selection processes and work environments. Please inform us should accommodation be required at any point in the recruitment process.
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About The Company
Pinnguaq, a not-for-profit organization, incorporates STEAM (Science, Technology, Engineering, Art, and Math) into unique learning applications that promote storytelling, health, wellness and growth with rural and remote communities. At its core, Pinnguaq embraces diversity and creates opportunities in order to empower all people through the use of technology.
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