CTO Assistant

Department IT, Engineering &Technology Reporting To Chief Technical Officer (CTO) Employment Status Full-time, Permanent Probation Period: 3 months from the start date Work Location & Schedule - Full-time (40 hours/week), Monday to Friday - On-site presence required at the CRWS Montréal office due to the executive support and operational nature of the role - Occasional flexibility required to support business needs (early mornings, evenings, or travel) Role Summary / Job Purpose The CTO Assistant provides executive support with a strong focus on operational coordination, structure, and follow-through across the IT, Engineering, and Technology teams. This role goes beyond traditional administrative support by helping the CTO manage priorities, track execution, and maintain visibility across key initiatives. The CTO Assistant plays a critical role in supporting organisational efficiency by maintaining operational tools such as trackers, SOPs, workflows, and documentation, ensuring alignment and accountability across the department. Key Responsibilities Executive & Administrative Support - Manage the CTO’s calendar, priorities, and meeting schedule - Coordinate meetings, prepare agendas, and track action items and follow-ups - Draft, edit, and format internal communications, reports, and presentations - Coordinate travel logistics, itineraries, and expense reporting - Maintain strict confidentiality of all executive and corporate information - Support preparation of recurring leadership materials (presentations, updates, town halls) Operations & Process Coordination - Track priorities and ensure follow-through across departments and initiatives - Maintain action logs and executive tracking tools to support accountability - Develop, document, and maintain Standard Operating Procedures (SOPs) - Create and update workflow charts and process documentation - Maintain and update RACI matrices for projects and operations - Review timesheets and support preparation of operational reports - Help structure and organise the engineering knowledge base and documentation library - Create and standardise templates for reports, proposals, and internal tools IT & Asset Coordination - Prepare computers and IT equipment for new employees and contractors - Maintain IT equipment inventory and asset tracking - Manage software licences, subscriptions, and access tracking - Support onboarding logistics (accounts, permissions, systems access) - Maintain documentation related to IT tools and systems - Manage equipment and tools related to travel and field operations Business & Financial Support - Support budget tracking and expense monitoring for the CTO’s departments - Assist with purchase tracking, approvals, and reconciliations - Support research and evaluation of new tools, software, and systems - Assist with subvention (grant) research and application coordination Office & Coordination Support - Support organisation of internal meetings, team activities, and leadership sessions - Help maintain shared documentation systems (SharePoint, Teams, internal tools) - Assist in coordinating cross-departmental communications and logistics Required Qualifications - Post-secondary education in administration, business, or related field. - 2–5 years of experience in executive support, operations coordination, or similar roles - Excellent organisational and time management skills - Strong written and verbal communication skills in English and French. - Proven ability to manage priorities in a fast-paced environment. - Demonstrated professionalism, discretion, and attention to detail. Technical Skills - Microsoft 365: Outlook, Teams, SharePoint, Word, Excel, PowerPoint - CRM familiarity (HubSpot, Zoho, or equivalent) - Experience with scheduling tools and document management systems - Comfortable learning new digital tools and systems quickly Competencies / Behavioral Expectations - Professionalism and discretion - Strong organizational skills and time management - Proactive problem-solving and initiative - High attention to detail and accuracy - Adaptability and resilience - Excellent interpersonal and communication skills - Ability to maintain composure in a fast-paced environment Working Conditions - On-site in Montréal - Occasional extended hours or travel to support executive responsibilities - May require light physical activity (setting up rooms, handling supplies) Confidentiality Requirements The role involves handling sensitive information related to corporate operations, HR, and leadership. Strict confidentiality is mandatory and a condition of employment. Equal Opportunity Statement CRWS is committed to providing equal employment opportunities and fostering an inclusive workplace. We welcome applicants from all backgrounds.