Executive Assistant

Provident10; San Juan de Terranova; On-site; CAD 63,000 - 89,000; Full time

Job summary

A leading pension administration organization in Newfoundland and Labrador is seeking an experienced Executive Assistant. This role involves providing advanced administrative support to the Board of Directors, managing meeting logistics, and maintaining stakeholder communications. The ideal candidate has significant experience in administrative functions, excellent communication skills, and strong attention to detail. This position offers a competitive salary range of $63,700 - $88,900.

Qualifications

• Minimum of 5 years of administrative experience at an executive level.
• Experience within a pension administration organization is an asset.
• Ability to prioritize and manage time effectively.

Responsibilities

• Coordinate Board and Committee activities.
• Prepare resolutions and memos.
• Maintain up-to-date contact records.

Skills

Administrative support

Communication skills

Time management

Interpersonal skills

Attention to detail

Education

Post-secondary education in business or related field

Job description

Overview

Some would say we’re in the pension business. We like to say we’re in the people business. One that focuses on creating an inclusive and diverse culture for everyone who comes through our doors. One that puts our 60,000 members at the heart of everything we do because they deserve nothing less than a secure, stable future to build upon. One that can include YOU.

Who we are

Provident10 is the largest pension plan in Newfoundland and Labrador and one of the largest pension plans in Atlantic Canada - representing 1 in 9 Newfoundlanders and Labradorians. Our team proudly oversees the pension administration and investment management of the over $12 billion Public Service Pension Plan Fund.

Modern. Focused. People Centric. The foundation for our vision.

For us that means creating a seamless experience for members and a positive culture for our employees; ensuring the organization remains efficient and agile, as we continue to make smart investments for growth – all while embracing technology and ensuring a consistent experience for our members.

The Opportunity

We are inviting applications from individuals who have expertise in administrative support and stakeholder engagement, for the opportunity of Executive Assistant. With direction from the Director, Stakeholder Relations, the Executive Assistant provides advanced administrative support to the Board of Directors, Committees, and other stakeholders, while building and maintaining strong, effective relationships with a high degree of professionalism, discretion and confidentiality.

Your key activities

• Coordinate Board and Committee activities, including scheduling, agenda preparation and meeting logistics.
• Track attendance, validate meeting fees, and prepare quarterly remuneration files for payroll.
• Support expense claims and reimbursements for Board and Sponsor Body members.
• Maintain Board planning calendars and standardized administrative processes, including onboarding and evaluations.
• Prepare resolutions, memos, meeting materials, and record accurate minutes for all Board related meetings.
• Compile and post meeting packages, ensuring key processes, timelines and formatting standards are met.
• Maintain up-to-date contact records, appointment terms, and biographies for Board and Joint Sponsor Body members.
• Coordinate stakeholder communications and updates, including confidential correspondence and strategic initiatives.
• Track and perform routine updates to standard stakeholder materials, including presentations, information packages, and stakeholder distribution lists.
• Ensure the creation, management, and preservation of permanent, accurate, and well-documented records for all Board-related activities, including meetings, decisions, communications, and special initiatives.
• Support governance and strategic planning activities through documentation, reporting, and cross-functional collaboration.

What you’ll bring to the role

• The completion of post-secondary education in business or office administration paralegal studies, public administration or related field. Equivalencies will be considered.
• Minimum of 5 years of administrative experience at an executive or senior employee level, with complex responsibilities and Board services experience. Experience within a pension administration organization is an asset.
• Clear and professional communication skills with strong attention to detail
• Proven ability to prioritize, manage time effectively, and work independently in fast-paced or ambiguous situations.
• Experience preparing documents, taking minutes, and organizing workflows to support executive-level activities and governance functions.
• Strong interpersonal and relationship-building skills, with professionalism and discretion in handling sensitive information and stakeholder communications.

Salary Range: $63,700 - $88,900

Applications Deadline: November 14, 2025

Provident10 is an Equal Opportunity Employer that welcomes and celebrates the differences that every individual brings. While only those individuals selected for an interview will be contacted, we extend our appreciation to all applicants for your interest. If you require an accommodation during the recruitment process, please reach out to our People & Culture team at [e-mail] and we will work with you to provide the support you need.

Our diversity, equity, inclusion and belonging initiatives reflect our commitment to fostering an environment where every individual feels valued, respected, and empowered to contribute their unique perspectives.