Executive Assistant

We are seeking an experienced, highly organized Executive Assistant to provide high-level administrative support to senior leadership and ensure efficient executive operations. Based at our Head Office in Saint John, New Brunswick, this role supports executive leaders through effective calendar management, meeting coordination, communication support, project administration, and confidential information management.

The salary range for this role is $44,000-$65,000.

• Proactively manage complex executive schedules and calendars, ensuring effective prioritization of meetings and commitments.
• Manage phone calls, emails, and correspondence on behalf of executives, ensuring timely and professional communication.
• Coordinate travel arrangements, accommodations, and itineraries as required.
• Prepare meeting agendas, presentations, briefing materials, and supporting documentation.
• Coordinate and oversee executive meetings, leadership gatherings, training sessions, and corporate events.
• Arrange meeting logistics, including facilities, technology, catering, and related services.
• Record meeting notes and follow up on action items when required.
• Support communication between executives and internal and external stakeholders.
• Manage expense reports, monthly corporate credit card reconciliations, purchase orders, invoices, and other financial administration.
• Maintain accurate records, files, and confidential documents in accordance with company standards.
• Assist with the preparation of reports, presentations, dashboards, and executive communications.
• Coordinate logistics, gather information, and support strategic and cross-functional projects and initiatives.
• Manage day-to-day administrative activities and provide general office support as required.
• Maintain and update executive and business-related information, databases, and records.
• Utilize collaboration and productivity tools to support efficient workflows and information sharing.
• Identify opportunities to streamline administrative processes, improve communication efficiency, and enhance executive support practices.
• Support the adoption of new technologies and tools that improve productivity, meeting management, and document control.

• Post-secondary education in Business Administration, Communications, or a related discipline is preferred. A bachelor's degree would be considered an asset.
• 4-5 years of experience providing executive-level administrative support in a corporate or multi-site environment.

• Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint.

• Experience with Dynamics 365, Power BI, and other business systems would be considered an asset.

• Exceptional organizational, prioritization, and time-management skills. 

• Proven ability to manage multiple priorities and deadlines in a fast-paced environment. 

• Strong verbal and written communication skills with a professional and proactive approach. 

• Demonstrated ability to work independently with minimal supervision while maintaining a high degree of accuracy.

• Strong interpersonal skills with the ability to build relationships across all levels of the organization. 

• Commitment to confidentiality, professionalism, and sound judgment. 

• Adaptable, resourceful, and eager to learn new systems and processes.