Executive Assistant

Harvey & Company Ltd - St John's; San Juan de Terranova; On-site; CAD 65,000 - 90,000; Full time

Job summary

Harvey & Company Ltd - St John's is seeking an Executive Personal Assistant to provide confidential executive, administrative, and personal support to the leadership team. The role emphasizes managing complex calendars, travel arrangements, and critical communications with internal and external stakeholders.

The position requires organizing meetings, preparing materials, coordinating events, handling expense reporting, and maintaining discretion across sensitive matters in a fast-paced

Qualifications

• Post-secondary education in Business Administration, Office Administration, or a related field.
• 5+ years of experience supporting senior executives or business owners.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to handle highly confidential information with discretion.

Responsibilities

• Executive Administration: Manage and maintain executive calendars, appointments, meetings, and commitments; prepare agendas, reports, and meeting materials; draft communications.
• Travel and Event Coordination: Arrange domestic and international travel; prepare travel packages; coordinate meetings and corporate events; manage expense reporting.
• Relationship Management: Serve as primary liaison between CEO and stakeholders; build professional relationships; handle confidential matters with discretion.
• Personal Assistance: Coordinate personal appointments and travel; assist with financial administration and document management; coordinate household services.
• Office and Administrative Management: Maintain filing systems; coordinate office supplies; develop administrative procedures; support onboarding and initiatives.

Skills

Organization & time-management

Written & verbal communication

Discretion with confidential info

Problem-solving

Attention to detail

Independence & multitasking

Education

Post-secondary education in Business Administration or Office Administration

Tools

Microsoft Word

Excel

Outlook

Adobe

Job description

Position Summary

The Executive Personal Assistant provides confidential executive, administrative, and personal support to the executive team. This role serves as a trusted partner, managing the executives schedule, communications, travel, special projects, and select personal matters while acting as a liaison between the executive and internal and external stakeholders as required.

Key Responsibilities

Executive Administration

• Manage and maintain executive complex calendar, appointments, meetings, and commitments.
• Coordinate and prioritize incoming requests, ensuring time is utilized effectively.
• Prepare agendas, reports, presentations, briefing notes, and meeting materials.
• Attend meetings as required and prepare meeting minutes, action items, and follow-up reports.
• Screen and manage incoming communications, including emails, phone calls, and correspondence.
• Draft, edit, and proofread professional communications on behalf of executive as required.

Travel and Event Coordination

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Prepare detailed travel packages and briefing materials.
• Coordinate executive meetings, conferences, board meetings, and corporate events.
• Manage expense reporting and travel reconciliations.

Relationship Management

• Serve as the primary point of contact between the CEO and internal/external stakeholders.
• Build and maintain professional relationships with internal and external customers, partners and OEM representatives.
• Handle confidential and sensitive matters with discretion and professionalism.

Personal Assistance

• Coordinate personal appointments, and personal schedules.
• Manage personal travel arrangements and reservations.
• Assist with financial administration, bill payments, and document management as directed.
• Coordinate household services, contractors, and personal projects.

Office and Administrative Management

• Maintain filing systems, records, and document retention processes.
• Coordinate office supplies and executive office operations.
• Develop and improve administrative systems and procedures.
• Support executive onboarding and other administrative initiatives.

Qualifications

• Post-secondary education in Business Administration, Office Administration, or a related field.
• 5+ years of experience supporting senior executives or business owners.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency in Microsoft Word, Excel, Outlook, Adobe, and others
• Ability to handle highly confidential information with discretion.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and manage multiple priorities in a fast-paced environment.

Key Competencies

• Confidentiality and trustworthiness
• Executive presence and professionalism
• Organization and planning
• Initiative and proactive problem-solving
• Relationship management
• Adaptability and flexibility
• Attention to detail
• Sound judgment and discretion