At Ross Video, you’ll be part of a team energized by innovation, building the cutting-edge technology that powers the world’s most watched live productions and events. Our products are designed to be intuitive, reliable, and to deliver exceptional results—because our customers’ success is everything to us. If you’ve ever watched live television, breaking news, major sports, or a Hollywood award show, you’ve seen our technology in action. Join us behind the scenes and help make unforgettable live moments possible.
Job Overview
The Executive Assistant to the CEO provides high-level administrative support to the Chief Executive Officer, ensuring the smooth operation of the CEO's office. This role involves managing the CEO's schedule, handling and responding to correspondence, arranging travel plans, and performing various tasks to support the CEO in achieving the company's strategic objectives. When time permits, this role also assists other members of the Board and the Executive Leadership Team. The Executive Assistant is required to maintain confidentiality while professionally and courteously representing the CEO in all interactions.
Duties and Responsibilities
Calendar Management
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Schedule and coordinate meetings, appointments, and unallocated time for the CEO.
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Proactively identify priorities, deadlines, and urgent matters to optimize the executive's time.
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Ensure recurring meetings are held consistently.
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Anticipate and resolve scheduling conflicts and adapt quickly to changing priorities.
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Manage the Corporate Calendar.
Travel Arrangements
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Organize and manage complex travel plans, including booking flights, hotels, and transportation.
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Coordinate with stakeholders to prepare detailed travel itineraries and background information.
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Ensure all necessary travel documents and visas are in order.
Communication
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Regularly review the CEO’s incoming email and social media messages looking for opportunities to proactively respond and manage requests for the CEO.
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Proactively assist in selectively growing the CEO’s social media followers.
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Manage incoming and outgoing paper mail.
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Coordinate these activities with the CEO with regular updates as appropriate.
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Perform follow-ups for the CEO as required.
Relationship Management
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Develop and sustain strong relationships and a level of professionalism with stakeholders, including executives, board members, employees, shareholders, suppliers, business partners, customers and the public.
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Work collaboratively with other Executive and Administrative Assistants within the company.
Event Management
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Coordinate board meetings, Quarterly Staff Update meetings, shareholder meetings, industry association meetings, select company events, and other special events as requested to ensure they happen smoothly.
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Consolidate and if required, convert associated presentations into standard formats.
Information Management
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Handle confidential and sensitive information with discretion.
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Assist with expense reports, timesheets, and credit cards.
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Check direct report expenses and minor purchase approvals.
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Manage company car logs and appointments.
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Manage certain company charitable donations.
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Manage selected company travel points systems.
Administrative Support
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Ensure food and drinks arrive when required.
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Ensure the CEO office is clean, tidy and well equipped.
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Very rarely, perform personal errands.
Organizational Integration
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Optionally, become an active member of the Social Committee and other groups in Ross to build an additional bridge between the Office of the CEO and the rest of the company.
Other
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Handle special projects and tasks as assigned by the CEO.
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Proactively look for additional ways to help others in the organization when time permits.
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Perform other related duties as required.
Knowledge / Skill / Experience Required
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Bachelor’s degree in business administration, communications, or a related field preferred.
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Minimum of 5-7 years of experience in an administrative role; support to a CEO or executive level preferred.
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Strong problem-solving skills and ability to make sound decisions under pressure.
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High attention to detail.
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Strong organizational and time management skills.
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Ability to multi-task when required and with a good sense of urgency.
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Excellent written and verbal communication skills in English.
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Ability to work independently and unsupervised, as well as part of a team.
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Proactive and able to anticipate the needs of the CEO.
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Ability to deal with confidential information with a high degree of diplomacy; ability to build trusted relationships.
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Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
Other Requirements
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Driver’s License and access to a vehicle required.
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This position is a hybrid role based in the Greater Ottawa Area and requires being present in the Ottawa (Auriga Drive) office two to three days per week.
What We Offer:
Ross provides competitive compensation, comprehensive benefits, and the flexibility you need to do your best work, including flexible hours, generous paid time off, and a wellness allowance. You’ll also have the opportunity to share in our success through our employee share ownership program and grow your career with ongoing learning and development support. We value connection and collaboration, with plenty of events and opportunities to build relationships across the company. Most importantly, you’ll be part of a team that’s passionate about what we do and how we do it.
Salary Information:
The pay range for this role in Canada is: $66,500-$92,000 CAD.
The listed salary reflects the pay range for a role based in Canada. Compensation may differ based on alternate locations if listed. Final compensation will be determined by location, skills, experience, knowledge, and role-specific qualifications, and may be adjusted to recognize candidates accordingly. If your experience or compensation expectations differ from the posted range, we still welcome your application.
Use of Artificial Intelligence in Hiring
Ross uses a secure, closed AI system to support recruitment. Your information is protected and used only to help us efficiently identify qualified candidates. We encourage all applicants to apply, even if you do not meet every requirement - if you bring relevant skills, enthusiasm and a willingness to learn, we want to hear from you.
Our Commitment to Fostering an Inclusive Environment
We want you to bring your authentic self to work, regardless of race, color, religion, sexual orientation, gender, gender identity or expression, marital status, age, veteran status, physical or mental disability. Inclusivity drives innovation and creativity, and that’s something we’re passionate about!
If you require accommodations throughout any stage of the recruitment, assessment, and selection process, please contact our Talent Acquisition team at
[email protected], and we will make all reasonable efforts to accommodate your request.
