Executive Assistant to the CEO — Calendar, Travel & Ops

Harvey & Company LTD; Newfoundland and Labrador; On-site; CAD 65,000 - 90,000; Full time

Job summary

Harvey & Company LTD in Newfoundland and Labrador seeks an Executive Personal Assistant to provide confidential executive, administrative, and personal support to the executive team. You will manage schedules, travel, and select personal matters while liaising with internal and external stakeholders.

The role requires 5+ years supporting senior executives, strong organization, and excellent communication skills. Proficiency in MS Office and discretion is essential for success.

Qualifications

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

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder liaison

Discretion

Time management

Education

Post-secondary degree

Tools

MS Office Suite

Microsoft Word

Excel

Outlook

Adobe

Job description

Harvey & Company LTD in Newfoundland and Labrador seeks an Executive Personal Assistant to provide confidential executive, administrative, and personal support to the executive team. You will manage schedules, travel, and select personal matters while liaising with internal and external stakeholders.

The role requires 5+ years supporting senior executives, strong organization, and excellent communication skills. Proficiency in MS Office and discretion is essential for success.