Executive Assistant

Vale; San Juan de Terranova; On-site; CAD 85,000 - 115,000; Full time

Benefits offered by this job

Competitive pay

Pension plan

Health benefits

Leave coverage

Safety culture

EAP

Training opportunities

Relocation assistance

Job summary

Vale Base Metals seeks an Executive Assistant to support the Newfoundland & Labrador Director from our St. John’s office. You will handle confidential matters, manage calendars, and coordinate travel and correspondence across Canada.

The role requires 10 years of similar experience, exceptional MS Office skills, and the ability to liaise with senior leadership and external partners to ensure smooth operations.

Qualifications

• Post-secondary degree or diploma in administration or business studies.
• 10 years of proven experience in a similar executive assistant role.
• Ability to maintain confidentiality and handle sensitive information.
• Outstanding Microsoft Office skills; SAP knowledge is an asset.

Responsibilities

• Provide high-level executive support to the Director with discretion.
• Manage a complex calendar, meetings, and engagements across sites.
• Coordinate domestic and international travel, visas, and itineraries.
• Prepare reports, presentations, and correspondence for executive review.
• Liaise with senior leadership, stakeholders, and partners for timely communication.

Skills

Team collaboration

Confidentiality

Self-motivation

MS Office proficiency

Organizational skills

Education

Post-Secondary Degree or Diploma in Administration or Business Studies

Tools

SAP

Microsoft Office

Job description

We are Vale Base Metals – a global supplier of the critical minerals transforming the future.

With industry-leading reserves of copper and nickel in Canada, Brazil, and Indonesia, and state-of-the-art infrastructure in the U.K., Canada, and Japan, VBM delivers a secure and responsible supply of high-quality products to customers across Europe, the Americas, and Asia.

Global demand for critical minerals is growing exponentially. From energy to aerospace, batteries to magnets, robotics to artificial intelligence, a secure and responsible supply of critical minerals is fundamental to power modern technologies. And at Vale Base Metals, we are transforming our business to provide a secure and responsible supply of these minerals.

Join our diverse team of 13,000 talented individuals committed to providing mineral security to a world in transition. We invite you to put your skills to work, driving meaningful and enduring change while enjoying a rewarding career.

The Opportunity

We are currently seeking an Executive Assistant to support our Vale Newfoundland & Labrador Director. This is a permanent position based at the St. John's, NL Office.

The successful candidate will provide administration assistance to our Director of Newfoundland & Labrador Operations. On a day-to-day basis, this role will involve scheduling/organizing meetings, booking domestic and international travel, visa requirements, vacation scheduling, filing, typing, mail/file distribution, invoice management, and maintaining contact with operational sites and other business locations across Canada.

Additionally, in this position you will:

• Provide high-level administrative and executive support to the Director, exercising discretion and handling sensitive, confidential, and business-critical information.
• Serve as a key liaison between the Director, senior leadership teams, external stakeholders, and business partners, facilitating effective communication and the timely exchange of information.
• Manage and prioritize all incoming communications, including phone calls, correspondence, and visitors, independently addressing routine matters and ensuring appropriate escalation when required.
• Coordinate and manage a complex executive calendar, scheduling meetings, leadership engagements, site visits, and strategic business events while balancing competing priorities.
• Oversee all travel logistics for the Director, including domestic and international flight arrangements, accommodations, ground transportation, and detailed travel itineraries.
• Maintain and organize executive records, correspondence, and confidential documentation, ensuring accurate filing systems and proactive follow-up on key action items and deliverables.
• Draft, review, and prepare professional correspondence, reports, presentations, and communications for executive approval.
• Prepare comprehensive reports, dashboards, and briefing materials by collecting, analyzing, and summarizing operational, financial, and business data to support executive decision-making.
• Develop and format complex documents and presentations utilizing advanced proficiency in Microsoft Office Suite, Power BI, SAP, and other business systems to support organizational objectives.
• Process and reconcile invoices through SAP, maintain accurate financial records, and collaborate with internal stakeholders and suppliers to ensure timely payment resolution and compliance with corporate procedures.
• Prepare and transcribe highly confidential and technical materials, ensuring accuracy, professionalism, and adherence to organizational standards.
• Independently manage special projects and strategic initiatives with minimal supervision, coordinating cross-functional resources and monitoring progress to achieve business objectives.
• Support annual budgeting and forecasting activities by consolidating departmental information, tracking expenditures, monitoring budget performance, and providing regular updates to leadership.
• Facilitate the planning and execution of leadership meetings, conferences, and stakeholder engagements, including agenda development, preparation of meeting materials, minute-taking, and follow-up on action items.
• Contribute to the efficiency of the Director's office by identifying opportunities to improve administrative processes, workflows, and communication practices across the organization.

What We Offer You

• Competitive compensation including a variable annual incentive plan
• Participation in a competitive Defined Contribution Pension package
• Comprehensive benefits package (company paid core coverage, health and dental coverage, flex accounts, disability plans and optional insurances)
• Leave for all of life’s reasons (vacation, personal, sick, parental)
• Work culture dedicated to safety, diversity & inclusion, and career growth
• Employee Family Assistance Program
• Online training and career development opportunities
• Relocation Assistance

About You

Education:

• Post-Secondary Degree or Diploma in Administration or Business Studies.

Experience:

• 10 years of proven experience in a similar role.

Skills:

• Able to work collaboratively within a team environment across multiple locations.
• Proven understanding of the importance of maintaining a high level of confidentiality.
• Self-motivation and ability to complete work with minimal direction.
• Outstanding digital literacy in Microsoft Office (Outlook, Word, Excel, and Power Point) is required.
• Exceptional organizational skills.
• Knowledge of SAP is considered an asset.

Why Newfoundland and Labrador

Newfoundland and Labrador, Canada's easternmost province, is known for its rugged coastline, rich cultural heritage, and significant natural resources. The province's economy is bolstered by a robust mining sector, where Vale Base Metals’ integrated operations play a crucial role.

At Long Harbour, we operate a state-of-the-art processing plant, which refines nickel concentrate from Vale Base Metals’ Voisey's Bay mine, located in Labrador, into nickel, copper, and cobalt products. This plant is a cornerstone of our commitment to value-added processing in Canada. Meanwhile, the Voisey's Bay mine is one of the world's most substantial nickel deposits. It provides high-quality nickel, copper, and cobalt, essential for the 21st century economy.

Include to Transform

At Vale Base Metals, we are committed to ensuring an inclusive work environment where people can act like owners, being their authentic selves and empowering them to deliver results. Vale Base Metals encourages everyone to express their ideas and opinions and values the plurality of individual profiles. We want our people to feel that all voices are heard, all cultures respected and that a variety of perspectives are not only welcome – they are critical to our success. We treat each other fairly and with dignity regardless of race, gender, nationality, ethnic origin, religion, age, sexual orientation, or any other personal consideration that makes us different.

Vale is an equal opportunity employer seeking to increase diversity across our operations and improve equal opportunity at Vale and in the mining industry.

Accommodation is available throughout our recruitment process for applicants with disabilities.

Employees engaged by the Company must be lawfully able to work for the Company in the country where the role is located. The Company does not provide immigration, work permit, or permanent residence sponsorship or assistance.

Pay Grade: G04

Apply by: Sunday, October 4th, 2026.

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