Administrative Assistant / Executive Assistant, Sr.

About the company

Octave is a leading organization committed to fostering innovation and operational excellence across various industries. With a focus on leveraging cutting-edge technology and strategic business practices, Octave strives to empower its clients and internal teams to achieve their full potential. The company values integrity, collaboration, and continuous improvement, creating a dynamic work environment that encourages professional growth and development. As a forward-thinking organization, Octave is dedicated to maintaining a diverse and inclusive workplace where every employee can contribute meaningfully to the company's success.

About the role

We are seeking a highly organized and proactive Senior Administrative Assistant/Executive Assistant to support our Chief Technology Officer (CTO). This role is pivotal in ensuring the smooth operation of the Office of the CTO by providing comprehensive administrative, operational, and business support. The successful candidate will act as a trusted partner to the CTO, managing complex schedules, coordinating cross-functional activities, and facilitating communication across departments. This position requires a detail-oriented professional with excellent communication skills, the ability to handle sensitive information discreetly, and a proactive approach to problem-solving. The role offers the flexibility of remote work while maintaining close collaboration with executive leadership and various teams within the organization.

Qualifications

• Minimum of 5 years of experience supporting senior executives in a fast-paced environment.
• Exceptional organizational and time management skills, with the ability to prioritize effectively.
• Strong analytical skills with experience working with business metrics, reports, spreadsheets, budgets, and expense tracking.
• Demonstrated ability to maintain confidentiality and exercise sound judgment with sensitive information.
• Excellent written and verbal communication skills, including professional correspondence and report preparation.
• Experience supporting marketing, branding, internal communications, or presentation coordination is an asset.
• Advanced proficiency with Microsoft 365 (Outlook, Excel, PowerPoint, Word); familiarity with CRM systems, analytics platforms, project management tools, and AI productivity tools (such as Microsoft Copilot or ChatGPT) is preferred.
• A proactive, resourceful, and solutions-oriented mindset with the ability to adapt to changing priorities.
• Strong interpersonal skills with the ability to build collaborative relationships across all organizational levels.

Responsibilities

• Manage complex calendars, schedule meetings, and coordinate travel arrangements to optimize the CTO’s time and productivity.
• Coordinate competing priorities, ensuring alignment with key business objectives and strategic initiatives.
• Assist with executive correspondence, preparing meeting materials, reports, and other documents, leveraging AI tools to enhance efficiency.
• Track business performance metrics and prepare summaries and reports for leadership review.
• Support budget planning, expense tracking, and financial administration for the Office of the CTO.
• Prepare executive dashboards, meeting summaries, and presentation materials for leadership meetings.
• Coordinate with cross-functional teams such as Product, Engineering, Sales, and Marketing to gather information and materials needed for meetings and projects.
• Collaborate with Marketing and Creative teams to develop presentations, communications, and other business materials.
• Handle highly sensitive and confidential information with professionalism, discretion, and integrity.
• Act as a primary point of contact for the Office of the CTO, fostering positive relationships with internal and external stakeholders.
• Anticipate administrative needs, identify potential issues, and proactively resolve them to ensure operational continuity.
• Coordinate recurring business processes, including payment administration, documentation, and stakeholder communication.
• Provide flexible administrative support to senior leaders across the organization as business needs evolve.
• Identify opportunities to improve administrative processes and support operational efficiencies within the Office of the CTO.

Benefits

• Flexible remote work environment promoting work-life balance.
• Comprehensive health, dental, and vision insurance plans.
• Paid time off and holidays to support personal and family needs.
• Opportunities for professional development and continuous learning.
• Collaborative and inclusive work culture that values diversity and innovation.