Operational Support Specialist; FTE

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

• 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.

• 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.

• 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.

• 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…