Executive Assistant

Irving Oil; Saint John; On-site; CAD 55,000 - 80,000; Full time

Job summary

A leading company in the oil industry seeks an Executive Assistant to support its Senior Leadership team. The role encompasses a variety of administrative tasks, requiring a proactive approach, confidentiality, and strong interpersonal skills. Ideal candidates will possess significant experience and education in Office Administration, contributing to the team's efficiency and organization.

Benefits

Access to fitness facility

Onsite nurse

Annual bonus plan

Paid vacation

Wellness allowance

Paid volunteer day

Qualifications

• 7-10 years of related experience in an administrative capacity.
• Experience with confidential and sensitive material is essential.

Responsibilities

• Facilitate relationships with stakeholders and manage documentation.
• Support the Senior Leadership team member's objectives.
• Manage calendar, travel arrangements, and expense statements.

Skills

Planning and time management

Interpersonal skills

Multi-tasking

Communication skills

Data analysis

Collaboration

Education

Post-secondary education in Office Administration

Tools

MS Office Suite

Job description

As an Executive Assistant you will provide support to our Senior Leadership team member by partnering proactively to fulfill their day-to-day needs. Your goals will be anticipating needs, thinking critically, and offering solutions to problems with a high level of professionalism and confidentiality. Your success will show through supporting the Senior Leadership team member’s overall objectives with a process improvement mindset.

What We Offer

• Work Environment – Work in our beautiful home office building with access to a fitness facility, onsite nurse, and a café
• Competitive Compensation – Including an annual bonus plan, pension plan, and parking allowance
• Flexible Benefits Plan – Including medical and dental benefits that are both in effect from day one
• Paid Vacation – Plus an annual option to purchase additional vacation
• Wellness Support – With an annual wellness allowance, paid personal care days and a 24/7 Employee & Family Assistance Program
• Opportunity to give back to some amazing causes in our community – Choose when and where to make an impact with a paid volunteer day, company volunteer opportunities, and a donation matching program
  
  

Your Responsibilities

• Act as facilitator, building and cultivating ongoing relationships with internal and external stakeholders
• Assist in monitoring performance management objectives throughout the year. This includes assisting in the scheduling and planning of activities to ensure objectives are met
• Actively manage documentation and meetings associated with confidential initiatives. This includes creating information packets for the entire the Senior Leadership team member’s direct team or external stakeholders. This also includes working with senior level individuals at other organizations to arrange meetings or provide information on Senior Leadership team member’s behalf
• Manage calendar activities including making decisions about when to schedule or move meetings to accommodate requirements, material prep, etc.
• Manage and reconcile credit card expense statement for final submission for approval
• Arrange domestic and international travel. This includes meeting schedules, airline, transportation etc.
• Review and filter all e-mail to eliminate unnecessary information and call attention to priorities
• Maintain monthly financial statements. Review spend vs. budget to verify spend, identify trends, and make recommendations
• Prepare, research and provide documentation to process purchase orders on behalf of the Senior Leadership Team Member
• Coordinate monthly meetings for direct reports
• Complete other administrative support activities as required
  
  

Your Skills

• Excellent planning and time management skills
• An exceptional relationship builder with excellent interpersonal skills
• Ability to multi-task and prioritize daily workload
• Experience in dealing with confidential and sensitive material
• Proven communication skills, both oral and written, are necessary
• Excellent computer skills with knowledge of the full suite of MS Office and Outlook programs (PowerPoint, Excel, Word, SharePoint)
• Ability to analyze data and develop meaningful reporting
• Effective collaborator and a team player
  
  

Your Experience

• 7-10 years of related experience in a similar administrative capacity
• Post-secondary education in Office Administration or equivalent experience is required
  
  

Irving Oil is committed to supporting a diverse and inclusive work environment. We thrive on the good energy that’s created when our people from different backgrounds, identities, cultures and experiences share their unique perspectives. Diversity is key to our success and inclusion is everyone’s responsibility.

Job Requirements - Work Experience

Job Requirements - Education