Executive Assistant | Adjointe ou adjoint de direction

Meridia Recruitment Solutions; Nova Scotia; On-site; CAD 55,000 - 75,000; Full time

Job summary

A federal Crown corporation in Halifax is seeking an experienced Executive Assistant to support the CEO. Responsibilities include managing schedules, preparing reports, and acting as a liaison for stakeholders. The ideal candidate has a diploma in business administration, five years of experience, and advanced Microsoft Office skills. Join a dynamic team making an impact in the marine industry.

Qualifications

• Minimum of five years of experience providing administrative support to senior executives.
• Proven experience with drafting formal communications.
• Previous experience in a federal government context or the marine industry is an asset.

Responsibilities

• Coordinates meetings and schedules for the CEO.
• Acts as recording secretary for meetings.
• Prepares reports and correspondence for the CEO.

Skills

Advanced level knowledge in Microsoft Office

Written and verbal fluency in English

Strong editing and formatting skills

Drafting formal communications

Education

Diploma in business administration or related field

Bachelor's degree

Job description

Overview

Executive Assistant

Halifax, NS

Reference # HL-APA-8787

The Atlantic Pilotage Authority (APA) is a federal Crown corporation responsible for providing safe and efficient marine pilotage services in Atlantic Canada. Its operations are vital to Canada’s marine supply chain, ensuring the safe movement of ships into and out of 21 ports across the region. Headquartered in Halifax, APA’s fleet operations are a critical part of this network.

Now, we are partnering with Atlantic Pilotage Authority looking to bring an experienced and dedicated administrative professional to their team in the role of Executive Assistant to the Chief Executive Officer in Halifax!

The Executive Assistant to the Chief Executive Officer is a trusted partner and key support to the CEO, providing comprehensive administrative, operational, and strategic assistance. This role acts as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the CEO, ensuring efficient office operations and supporting the CEO’s ability to lead the organization effectively.

Responsibilities

• Coordinates meetings and schedule, prepares materials and makes all travel / meeting arrangements for the CEO.
• Proactively manage the CEO’s calendar, prioritize appointments, resolve scheduling conflicts, and ensure the CEO is well-prepared for all meetings and engagements.
• Acts as recording secretary for meetings as requested by CEO and creates action lists for CEO
• Prepare reports, correspondence and presentations for the CEO, and for Corporate Secretary as requested.
• Maintain and organize confidential files, records, and reports, ensuring accuracy and accessibility.
• Organizes the events involving the marine industry and Board when the CEO is hosting (AGM, Strategic Planning, regional stakeholder meetings).
• Act as confidential assistant to the Board of Directors.
• Prepare reports, presentations and correspondence for mainly the CEO and for Corporate Secretary for Board meetings.
• Conducts special projects assigned by the CEO.

The ideal candidate will possess

• Diploma in business administration, office administration, or a related field preferred. A bachelor’s degree would be an asset.
• Minimum of five (5) years of experience providing administrative support to senior level executives preferred.
• Proven experience with drafting formal communications on behalf of a senior level executive.
• Previous experience in a federal government context or the marine industry is an asset.
• Advanced level knowledge in Microsoft Office (Outlook, Word, Excel, and Power Point) with strong editing and formatting skills.
• Written and verbal fluency in English is required. Written and verbal fluency in French is considered an asset.

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