Senior Administrative Assistant

Irving Oil; Saint John; On-site; CAD 55,000 - 73,000; Full time

Benefits offered by this job

Onsite role

Competitive compensation

Annual bonus program

Pension plan

Flexible benefits plan

Paid vacation

Wellness allowance

Volunteer day and donation matching

Job summary

Irving Oil is seeking an experienced administrative professional for an onsite role in East Saint John. You will support senior leaders, manage calendars and travel, and handle office coordination, purchasing, and security liaison tasks.

Responsibilities include coordinating meetings, managing email lists, processing requisitions in Oracle, and serving on safety committees. A strong focus on communication and collaboration is essential.

Qualifications

• 5-10 years of experience in an administrative support role.
• Experience in an industrial or capital projects environment favored.
• Proficient with Microsoft Office suite and calendar management.

Responsibilities

• Manage calendars and meetings for the Senior Director, Capital & Materials Management and the Senior Manager Project Execution; resolve scheduling conflicts, set up meetings, coordinate boardrooms and catering, and assist with larger team events.

Skills

MS Office

Outlook

Word

Excel

PowerPoint

Visio

Communication

Independent

Teamwork

Problem solving

Continuous improvement

Oracle

SAP

Tools

Oracle

SAP

Job description

What We Offer:

• Work Environment – Work onsite at our East Saint John location with access to our fitness facility
• Competitive Compensation – Including an annual bonus plan, and pension plan
• Flexible Benefits Plan – In effect from day one and offers three levels of coverage to select from to meet your unique, personal needs
• Paid Vacation – Plus an annual option to purchase additional vacation, too
• Wellness Support – With an annual wellness allowance, paid personal care days and a 24/7 Employee & Family Assistance Program
• Opportunity to give back to some amazing causes in our community – Choose when and where to make an impact with a paid volunteer day, company volunteer opportunities and a donation matching program

Your Responsibilities:

• Manage calendars and meetings for the Senior Director, Capital & Materials Management and the Senior Manager Project Execution:
  • resolve scheduling conflicts
  • set up meetings
  • coordinate boardrooms and catering requests
  • event planning for larger team meetings or offsite events
• Assist with business travel arrangements for leaders
• Team announcements and managing email distribution lists
• P-card management and management of expenses
• Office coordination - purchasing office supplies, primary liaison for building maintenance staff, Irving Oil Security and janitorial staff, managing H2S monitors and the calibration station, purchasing PPE
• Submitting requisitions and receiving against POs in Oracle for miscellaneous project support or for consulting services
• Member of the Joint Health & Safety Committee representing the East Saint John School office
• Managing the agenda and meeting bookings for the Gate Approval Committee (GAC)

Your Skills :

• Ability to work independently or under limited guidance and use professional judgment to complete assigned tasks
• Strong communication skills, both written and verbal
• A collaborative approach to problem solving, particularly when resolving schedule conflicts with multiple stakeholders
• Possess a strong willingness to learn and a continuous improvement mindset to support several work processes that may be complex
• Skilled in Microsoft Office applications – Outlook, Word, Excel, PowerPoint, Visio
• Experience with Oracle and SAP would be an asset

Your Experience:

• 5-10 years of experience in an administrative support role
• Experience with working in an industrial or capital projects environment

The expected salary range for this position is $55,223 - $73,170. Placement within range will be based on relevant experience, qualifications, and skills.

Irving Oil is committed to supporting a diverse and inclusive work environment. We thrive on the good energy that’screated when our people from different backgrounds, identities, cultures and experiences share their unique perspectives.Diversity is key to our success and inclusion is everyone’s responsibility.