Responsibilities

We are seeking a proactive, highly organized Senior Administrative Assistant to support our Chief Technology Officer (CTO). This role goes beyond traditional administrative support by combining executive assistance with business administration, coordination, and operational support. You will play a key role in helping the CTO stay organized, informed, and focused by managing priorities, coordinating activities, and ensuring the smooth operation of the Office of the CTO.

Key Responsibilities:

•    Manage complex calendars, meetings, and travel arrangements, proactively identifying opportunities to improve scheduling efficiency and optimize the CTO's time.
•    Coordinate competing priorities and ensure the executive's schedule aligns with key business objectives.
•    Assist with executive correspondence, meeting materials, reports, and other documents, leveraging AI tools where appropriate to improve efficiency and quality.
•    Assist with tracking business performance metrics and preparing summaries and reports for leadership meetings.
•    Support budget planning activities, expense tracking, and financial administration for the Office of the CTO.
•    Assist in preparing executive dashboards, meeting summaries, and supporting materials for leadership meetings.
•    Coordinate with Product, Engineering, Sales, Marketing, and other teams to ensure the CTO has the information and materials needed for meetings and business priorities.
•    Collaborate with Marketing and Creative teams to support executive presentations, communications, and other business materials.
•    Handle highly sensitive and confidential information with discretion, professionalism, and integrity.
•    Act as a primary point of contact for the Office of the CTO, building positive working relationships with internal and external stakeholders.
•    Anticipate administrative needs, identify potential issues, and proactively resolve them to ensure the smooth operation of the executive office.
•    Coordinate recurring business operations processes, including on-call payment administration, documentation, tracking, and stakeholder communications to ensure timely and accurate execution.
•    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.

Education / 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 manage multiple priorities while maintaining strong attention to detail.
•    Strong analytical skills and experience working with business metrics, reports, spreadsheets, budgets, and expense tracking.
•    Demonstrated ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
•    Excellent written and verbal communication skills, with experience preparing professional correspondence, reports, and business documents.
•    Experience supporting marketing, branding, internal communications, or presentation coordination is considered an asset.
•    Advanced proficiency with Microsoft 365 (Outlook, Excel, PowerPoint, and Word); experience with CRM systems, analytics platforms, project management tools, and AI productivity tools (such as Microsoft Copilot or ChatGPT) is considered an asset.
•    A proactive, resourceful, and solutions-oriented approach, with the ability to anticipate needs and adapt to changing priorities.
•    Strong interpersonal skills with the ability to build collaborative relationships across all levels of the organization.

If you are a proactive, detail-oriented professional who enjoys supporting senior leaders, thrives in a dynamic environment, and takes pride in keeping operations running smoothly, we encourage you to apply.

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About Octave

Octave provides mission-critical software that empowers organizations to make informed decisions across every stage of the asset lifecycle - Design, Build, Operate and Protect - where performance, safety, and reliability are non-negotiable and failure is not an option.

Turning complex operational data into actionable intelligence, Octave connects expertise, real-world conditions and enterprise-scale insight to improve performance, resilience and incident response where it matters most.

Octave has more than 7,000 employees in 45 countries. Learn more at octave.com and follow us on LinkedIn.

Why work for Octave?

All in. Always forward. That's the way we do things around here. We put trust in our people because we believe it's the best way to unleash potential, bring ideas to life, and keep moving ahead. And it's why we're committed to creating an environment that's truly supportive, providing you with the resources you need to support your ambitions, no matter who you are or where you are in the world.

Everyone is welcome

At Octave, we believe that diverse and inclusive teams are critical to the success of our people and our business. Here, everyone is welcome. As an inclusive workplace, we don't discriminate. In fact, we embrace differences and are fully committed to creating equal opportunities, an inclusive environment, and fairness for all. 

Respect is the cornerstone of how we operate, so speak up and be yourself. You're valued here.