Executive Assistant

Acadia Broadcasting; Saint John; On-site; CAD 50,000 - 70,000; Full time

Job summary

A broadcasting company located in Saint John, NB is seeking an Executive Assistant to support the Senior Vice President. This full-time role includes managing schedules, organizing meetings, and handling correspondence. Candidates should have at least 5 years of experience in an administrative role and proficiency in MS Office. A professional demeanor and strong communication skills are essential for success in this position.

Qualifications

• Minimum 5 years of experience in an executive assistant role.
• High level of professionalism and understanding of confidentiality.
• Ability to multi-task and manage time effectively in a fast-paced environment.

Responsibilities

• Manage executive’s calendar and communication effectively.
• Coordinate travel arrangements and manage expenses.
• Organize logistics for meetings and company events.

Skills

Time Management

Organizational Skills

Microsoft Office

Calendar Management

Strong verbal and written communication

Education

Certificate, diploma, or degree in Business Administration or related field

Tools

MS Office tools

Adobe Acrobat

Job description

Overview

Ocean Capital Holdings Limited is a privately held company with its head office located in Saint John NB and 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.

Executive Assistant – Corporate Operations

Reporting to the Senior Vice President – Corporate Operations and Administration, this position plays a crucial role in ensuring seamless operations and efficient workflow within the organization. The Executive Assistant provides high‑level administrative support to executive leaders and requires a high degree of professionalism, confidentiality, and discretion. The role 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 the calendar, prioritizing requests, and rescheduling non‑essential meetings when necessary. Collaborate with the Administration team to coordinate schedules and optimize availability. Manage incoming calls, direct visitors, and handle mail and email communications effectively.
• 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.

Competencies Required

• Proactive Delivery – Strive to exceed expectations; take accountability for keeping own performance on track.
• Rational Influencing – Provide compelling business cases and arguments to persuade upwardly and with peers.
• Supporting Others – Build mutual support and understanding with colleagues.
• High‑Quality Decision Making – Make smart decisions weighing risk and reward to help team / department performance.
• Making Improvements – Show curiosity in seeking opportunities to make improvements; increase efficiency, effectiveness, and customer success.
• Creating Personal Impact – Show confidence and positive attitude contributing to the energy of the team.
• Aligning Self – Organize and prioritize own contribution to the goals and priorities of the team and business.
• Owning Your Development – Demonstrate a strong commitment to personal learning and development.

Required Knowledge, Skills, Abilities, Education, and Experience

• 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.

Key Skills

Time Management, Microsoft Office, Organizational Skills, Microsoft Outlook, Microsoft Word, Personal Assistant Experience, Microsoft PowerPoint, Calendar Management, Microsoft Excel, Administrative Experience, Microsoft Outlook Calendar, Google Suite

Employment Type

Full‑Time

Vacancy

1