Executive Assistant

Job description

Location: Ottawa, ON (on-site) Employment type: Full-time permanent Salary range: $55,000 – $75,000 CAD per year About Q-Block Computing: Q-Block Computing builds quantum systems that operate in the real world. The company develops quantum timing, quantum-secure communications, and quantum computing platforms engineered for the performance, reliability, and environmental resilience that mission-critical applications demand — systems designed to be deployed, maintained, and trusted by operators who cannot afford ambiguity about whether the technology works. The long-term vision is deeper than any single platform. Q-Block is pursuing a mission to decode Nature's foundational model — to build instruments of sufficient precision and coherence that they become tools for understanding the physical universe at its most fundamental level. Commercialization and science reinforce each other by design. About this role: The Executive Assistant is the operational backbone of Q-Block's leadership team. The role keeps calendars, travel, correspondence, and meetings running cleanly across a company that moves quickly and engages with government, industry, and international partners at a high cadence. Done well, it makes the rest of the leadership team measurably more effective. The successful candidate is organized, discreet, and genuinely proactive — someone who anticipates what leadership will need before being asked, handles sensitive information with complete professionalism, and carries themselves with ease in front of senior government officials, defense industry executives, and technical staff alike. This is a role for someone who takes pride in running a tight operation and finds satisfaction in being the quiet reason things work. Responsibilities Manage complex executive calendars, scheduling, and travel arrangements across multiple time zones, including coordination with government officials, defense industry partners, and international collaborators. Prepare, format, and proofread correspondence, briefing notes, meeting agendas, and presentation materials for executive and external audiences. Coordinate logistics for internal meetings, board sessions, partner visits, and government consultations, including venue booking, materials preparation, and follow-up action tracking. Maintain organized filing systems for contracts, proposals, correspondence, and corporate records in both digital and physical formats. Process expense reports, purchase orders, and basic financial documentation; liaise with external accounting and bookkeeping services as needed. Screen and prioritize incoming communications; draft responses and route inquiries to appropriate team members. Support onboarding logistics for new employees, including workspace setup, IT access coordination, and orientation scheduling. Assist with event planning and coordination for company functions, industry conferences, and government engagement activities. Handle confidential and sensitive information with discretion and professionalism. Perform general office management duties to ensure smooth daily operations at the Ottawa office. Contribute to a culture of ownership, clarity, and high standards across the administrative and operational rhythm of the company. Required qualifications Post-secondary diploma or degree in Business Administration, Office Administration, or a related field; an equivalent combination of education and experience will also be considered. 2+ years of experience in an executive assistant, administrative coordinator, or office management role. Exceptional organizational skills and attention to detail; demonstrated ability to manage multiple concurrent priorities with minimal supervision. Strong written and verbal communication skills in English. Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and comfort learning new software platforms. Professional demeanor and discretion when interacting with government officials, defense industry executives, and senior technical staff. Preferred qualifications Experience supporting executive leadership in a technology, professional services, or government-adjacent environment. French language proficiency. Familiarity with government procurement terminology, defense industry conventions, or technology startup environments. Experience coordinating international travel, including visa logistics, across multiple executives. Experience with expense management platforms, CRM tools, or document management systems. Experience supporting board meetings, investor communications, or corporate governance processes. Security and compliance requirements Must be eligible to obtain and maintain Government of Canada security clearance, if required for assigned projects. Must be eligible to comply with requirements of the Controlled Goods Program, if required for assigned projects. Must be willing to participate in background screening, documentation, and compliance processes associated with security-sensitive work. Personal attributes Proactive, resourceful, and solutions-oriented; able to anticipate needs rather than react to them. Strong interpersonal skills and the ability to work collaboratively in a dynamic, multidisciplinary team. Discretion and integrity in handling sensitive information. Calm under pressure; able to keep many threads moving simultaneously without losing track. Benefits Extended health care (including dental and vision) Life insurance Equal opportunity Q-Block Computing is an equal opportunity employer. We are committed to treating all employees and applicants with respect and dignity. Accommodations are available on request during the application and recruiting process. Canadian citizens and permanent residents are strongly encouraged to apply. All interested candidates are encouraged to apply.