Administrative Assistant (Security)

Canada, and Japan, VBM delivers a secure and responsible supply of high-quality products to customers across Europe, the Americas, and Asia.
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. Join our diverse team of 13,000 talented individuals committed to providing mineral security to a world in transition. We are currently seeking an Administrative Assistant III to support our Vale Newfoundland & Labrador Leadership Team. This is a permanent position based at the St. John's, NL Office. This position will require travel to both the Long Harbour and Voisey's Bay Operations as needed.
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.
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.
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.
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)
Flexible work arrangements
Work culture dedicated to safety, diversity & inclusion, and career growth
Employee Family Assistance Program
Virtual Healthcare online
Online training and career development opportunities
Relocation Assistance

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

Outstanding digital literacy in Microsoft Office (Outlook, Word, Excel, and Power Point) is required.
Knowledge of SAP is considered an asset.

It provides high-quality nickel, copper, and cobalt, essential for the 21st century economy.

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.
The Company does not provide immigration, work permit, or permanent residence sponsorship or assistance.
Apply by: Sunday, September 13, 2026.
#Interested applicants must submit their application online at