Executive Assistant

Job in Saint John, New Brunswick, Canada

Listing for: Ocean Capital Holdings Limited

Full Time position
Listed on 2026-06-17

Job specializations:

Administrative/Clerical
Office Administrator/ Coordinator, Business Administration, Virtual Assistant/ Remote Admin, Administrative Management
Business
Office Administrator/ Coordinator, Business Administration, Administrative Management

Responsibilities

Manage the executive’s calendar by prioritizing requests, adjusting meetings, and coordinating schedules with the Administration team.

Serve as the primary point of contact between the executive and internal/external stakeholders to ensure clear and timely communication.

Manage and prioritize the executive’s correspondence, communications, and schedule with discretion and efficiency.

Coordinate complex scheduling, travel logistics, itineraries, and confidential communications.

Prepare high‑quality reports, presentations, briefing notes, agendas, and minutes using business software.

Develop and refine presentation content to ensure clarity, accuracy, and alignment with executive messaging.

Maintain document workflows, version control, and department‑specific materials to ensure accuracy and accessibility.

Support project management by tracking timelines, deliverables, and communicating updates to relevant stakeholders.

Assist with planning and coordination of Board meetings, strategic off‑sites, and high‑profile corporate events.

Collaborate with cross‑functional teams to support project initiatives and ensure alignment with executive priorities.

Coordinate and procure supplies, materials, and equipment for executive and departmental needs.

Track and manage expenses to ensure accurate and timely reporting.

Exercise sound judgment in prioritizing tasks, resolving issues, and making decisions within the scope of the role.

Arrange executive travel in accordance with company policy and prepare detailed itineraries.

Provide backup support to the Administrative Executive Team during absences to ensure continuity of operations.

Required education, experience, Knowledge, Skills, and Abilities:

Bachelor’s degree in business, finance, communications, or a related discipline.

7–10 years providing high-level support to executives or boards within complex, fast-paced organizations.

Proficiency with MS Office tools and Adobe Acrobat.

Strong background in document management, version control, and workflow coordination.

Strong ability to create, edit, and format professional presentations and reports.

Ability to assess and align work priorities with the strategic goals of the executive leader.

Strategic mindset with an understanding of business priorities and corporate governance.

Strong verbal and written communication skills, with the ability to interact effectively at all organizational levels.

Proven ability to multitask, prioritize, and manage time effectively in a fast‑paced environment.

Demonstrates unwavering discretion and sound judgment when handling sensitive information.

Protects privacy, maintains trust, and ensures all communications and documents are managed with appropriate confidentiality.