Executive Assistant

Q-Block Computing•Ottawa, ON

33d

About The Position

Q-Block Computing is seeking an Executive Assistant to join our growing team in Ottawa, Ontario. This role offers an opportunity to contribute to a fast-moving deep-tech company at the forefront of quantum technologies for sensing, communication, and computation. The candidate will provide high-level administrative and operational support to Q-Block Computing's executive leadership, enabling the leadership team to focus on strategic priorities. Job Summary As Executive Assistant, you will serve as the primary point of administrative coordination for Q-Block Computing's senior leadership. Job duties include managing executive calendars and travel, coordinating internal and external meetings, preparing correspondence and briefing materials, maintaining filing and document management systems, and supporting the operational rhythm of a rapidly scaling technology company.

Requirements

Post-secondary diploma or degree in Business Administration, Office Administration, or a related field.
2+ years of experience in an executive assistant, administrative coordinator, or office management role, preferably in a technology, professional services, or government-adjacent environment.
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.
Exceptional organizational skills and attention to detail; ability to manage multiple concurrent priorities with minimal supervision.
Strong written and verbal communication skills in English; French language proficiency is a significant asset.
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.
Proactive, resourceful, and solutions-oriented mindset.
Strong interpersonal skills and the ability to work collaboratively in a dynamic team environment.

Nice To Haves

Familiarity with government procurement terminology, defense industry conventions, or technology startup environments is an asset.

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.