Executive Assistant

Ocean Capital; New Brunswick; On-site; CAD 60,000 - 75,000; Full time

Job summary

A leading private company in Canada is seeking an experienced Executive Assistant to support the Senior Vice President within its Corporate Operations team. The role involves high-level administrative tasks, including managing the executive's calendar, arranging travel, and organizing meetings and events. Ideal candidates will possess a post-secondary education in a related field and have at least 5 years of experience in a senior administrative role. Proficiency in Microsoft Office and strong communication skills are essential. Competitive compensation is offered.

Qualifications

• Minimum 5 years of experience in an executive assistant role supporting executives.
• Strong proficiency with MS Office tools and Adobe Acrobat.
• Ability to interact effectively at all organizational levels.

Responsibilities

• Manage the executive's calendar and prioritize requests.
• Organize logistics for meetings and events.
• Arrange travel and manage expenses.

Skills

Verbal communication

Written communication

Time management

Multi-tasking

Education

Post-secondary certificate, diploma or degree in Business Administration or related field

Tools

MS Office

Adobe Acrobat

Job description

Ocean Capital Holdings Limited is a privately held company with its head office located in Saint John, NB with interests in a number of businesses, including broadcasting, construction, energy, and real-estate. Our purpose is to grow winning businesses with great people, which contribute to better communities. We unlock the potential of our businesses through imagination and a passion for winning, and we celebrate the uniqueness in each person. Our focus is on excellence and accomplishment. The Company and its businesses have always been responsible corporate citizens, mindful of the communities where we operate.

Ocean Capital has an opportunity for an Executive Assistant within the Corporate Operations team. Reporting to the Senior Vice President- Corporate Operations and Administration, this position will play a crucial role in ensuring seamless operations and efficient workflow within the organization. This position provides high-level administrative support to executive leaders and requires a high degree of professionalism, confidentiality, and discretion. The Executive Assistant manages day-to-day activities, including organizing and maintaining the executive's schedule, handling correspondence, information management and logistics.

Key Responsibilities:

Calendar and Email Management

• Optimize the executive’s time by managing their calendar, prioritizing requests, and rescheduling non-essential meetings when necessary.
• Collaborate with Administration team to coordinate schedules and optimize availability.
• Manage incoming calls, direct visitors, and handle mail and email communications effectively.
• Maintain confidential and sensitive information, ensuring non-disclosure agreements are followed.

Travel Coordination and Expense Management

• Arrange travel arrangements, adhering to company policy.
• Prepare itineraries and ensure executives are informed of travel details.
• Track and manage expenses to ensure accurate and timely reporting.

Meeting and Event Logistics

• Organize logistics for critical meetings and events, handling venue bookings, conference setups, and meeting room preparations.
• Assist with the planning and execution of company events and functions, including Board of Directors visits, staff birthdays, and celebrations.

Document Management

• Maintain document process flows, and other department-specific documents as required.
• Utilize business software applications to prepare correspondence, reports, presentations, agendas, and minutes.
• Manage digital documents by uploading, downloading, and maintaining files on shared platforms, ensuring accurate labeling and version control for seamless access by team members.

Project Coordination

• Assist with project management tasks, tracking timelines, deliverables, and communicating updates.
• Coordinate and procure necessary supplies and equipment for team members and executive projects, ensuring timely and efficient order placement and delivery.
• Collaborate with cross-functional teams to support project initiatives, ensuring effective communication and cooperation.

Required Knowledge, Skills, Abilities, Education, and Experience:

• A post-secondary certificate, diploma or degree, preferably in Business Administration, Communications, or a related field.
• Minimum 5 years of experience in an executive assistant or senior administrative role supporting executives with relevant knowledge of office management and administrative procedures.
• Proficiency with MS Office tools and Adobe Acrobat.
• Strong verbal and written communication skills, with the ability to interact effectively at all organizational levels.
• Ability to multi-task, prioritize, and manage time effectively in a fast-paced environment.
• High level of professionalism, with an understanding and appreciation for maintaining confidentiality.

If you are interested in the position, please apply here with a resume and cover letter.