Executive Assistant

Vision33; San Juan de Terranova; On-site; CAD 52,000 - 70,000; Full time

Job summary

Vision33 is seeking an Executive Associate in St. John’s, NL to provide high‑level executive support and office coordination at our headquarters.

The role includes managing calendars, emails, travel, meetings, events, and daily office logistics to ensure a professional and efficient headquarters environment. Ideal candidates will have a bachelor’s degree or diploma and 1–2 years of experience in an executive assistant or operations role, with strong Microsoft 365, Smartsheet, Copilot, and

Qualifications

• Bachelor’s degree or diploma in a related field plus 1–2 years of executive assistant or operations experience.
• Proficient with Microsoft 365 and digital workplace tools; comfortable adopting Smartsheet, Copilot and workflow automation.
• Highly organized and detail-oriented with the ability to manage many tasks accurately and with urgency.
• Excellent written and verbal communication; professional and customer-focused attitude.
• Ability to work independently, adapt when priorities shift, and maintain confidentiality.

Responsibilities

• Provide proactive executive support to senior leaders including calendar, email coordination, meeting support, travel arrangements, and expense processing.
• Coordinate leadership meetings, materials, room bookings, technology needs, and travel logistics (national and international).
• Support office operations: supplies, mail, vendor coordination, documentation, and project support.
• Assist with planning and coordinating executive meetings, corporate events, and team activities.
• Track action items, follow up on requests, and help leaders stay organized in a fast-paced environment.
• Liaise with internal and external stakeholders, handle ad hoc projects, and respond to inquiries promptly.

Skills

Communication

Organization

Discretion/Confidentiality

Education

Bachelor's degree or diploma

Tools

Microsoft 365

Smartsheet

Copilot

Workflow automation

Job description

Executive Associate

Location: Vision33 Headquarters -210 Water Street, St. John’s, NL

We are hiring a new role of Executive Assistant for Vision33 Headquarters in St. John’s, NL. This role combines high-level executive support with day-to-day office coordination to keep our headquarters organized, welcoming, and running smoothly.

As a trusted partner to our senior leaders and the go-to person for office coordination, you’ll manage priorities, communications, calendars, travel, meetings, events, and office logistics while creating a professional and positive experience for employees, clients, vendors, and partners.

This is a full‑time, in‑office role that requires flexibility, sound judgment, professionalism, and a strong commitment to confidentiality in a fast‑paced environment.

• Executive Support: Provide proactive support to the President and VPs, including calendar, and email coordination, meeting support, travel arrangements, expense support, correspondence, document preparation, follow-ups, and confidential information management.
• Coordinate Meetings, Travel & Logistics: Manage schedules, organize leadership meetings, prepare materials, coordinate room bookings and technology needs, arrange national and international travel, and support courier and facility requests.
• Support Office Operations: Keep the office well‑stocked, organized, and ready for business by supporting supplies, mail, vendor coordination, corporate documentation, project support, and special requests.
• Plan Team and Corporate Events: Help plan and support executive meetings, corporate events, team get‑togethers, celebrations, milestone events, and holiday gatherings.
• Keep Priorities Moving: Track action items, follow up on outstanding requests, anticipate needs, and help leaders and team members stay organized in a fast‑paced, global environment.
• Support Stakeholders and Special Requests: Work with internal and external stakeholders, apply business acumen and creative problem‑solving, and support ad hoc projects and requests as needed.
• First Point of Contact: Respond to inquiries, direct requests, and provide a friendly, professional experience for employees, clients, vendors, and partners.

What You’ll Bring to the Table:

• Education and Experience: Bachelor’s degree or diploma, plus 1–2 years of experience in an executive assistant or operations role. Experience supporting senior leaders or other operations elements is a requirement.
• Tech‑Savvy: Advanced proficiency with Microsoft 365 and digital workplace technologies, with the ability to quickly adopt and optimize new corporate platforms such as Smartsheet, Copilot, and workflow automation tools. Demonstrates an interest in emerging technologies.
• Organized and Detail‑Oriented: Highly motivated, organized, enthusiastic, and able to manage a high volume of tasks with accuracy, urgency, and strong attention to detail.
• Outstanding Communication: Excellent written and verbal communication skills, sound judgment, and a positive, customer‑focused approach with employees, executives, clients, and partners.
• Independent and Flexible: Able to work independently, use discretion, adapt when priorities shift, and stay calm, responsive, and solutions‑focused when juggling competing needs.
• Confidentiality, Resourcefulness and Follow‑Through: Trusted to handle sensitive information with care, notice the small details that make a big difference, and solve problems before they become roadblocks.
• Positive Vibes: A friendly, can‑do attitude, professional presence, helpful approach, and excitement to take the lead on new challenges.

About Us

At Vision33,we’reforward-thinkers. We deliver cloud‑based ERP and business solutions through experienced consultants and trusted technology partners. With an award‑winning global team and responsive support, we help organizations run smarter and grow faster.

• Global Reach: 400+ experts helping businesses succeed around the world.
• Proven Impact: Cloud solutions that boost efficiency, lasting growth and sustainable financial success.
• Trusted Expertise: 1,500+ mid‑market and enterprise customers count on us to modernize how they work.
• Culture That Clicks: We put people first — supporting our customers, empowering our team, and celebrating wins together.

For more information on our company, our culture, our benefits, and more, please visit our website at www.vision33.com