Executive Assistant

Location: St. John's

Position Summary  The Executive Personal Assistant provides confidential executive, administrative, and personal support to the executive team. This role serves as a trusted partner, managing the executives schedule, communications, travel, special projects, and select personal matters while acting as a liaison between the executive and internal and external stakeholders as required.

Key Responsibilities  Executive Administration   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.
Travel and Event Coordination   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.
Relationship Management   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.
Personal Assistance   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.
Office and Administrative Management   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.
Qualifications   Post-secondary education in Business Administration, Office Administration, or a related field.
5+ years of experience supporting senior executives or business owners.
Exceptional organizational and time-management skills.
Strong written and verbal communication abilities.
Advanced proficiency in Microsoft Word, Excel, Outlook, Adobe, and others
Ability to handle highly confidential information with discretion.
Strong problem-solving skills and attention to detail.
Ability to work independently and manage multiple priorities in a fast-paced environment.
Key Competencies   Confidentiality and trustworthiness
Executive presence and professionalism
Organization and planning
Initiative and proactive problem-solving
Relationship management
Adaptability and flexibility
Attention to detail
Sound judgment and discretion

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