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Open nowFirst seen 3 hours ago

Executive Assistant

harveycompanyltd-stjohns4 open roles

Where
St John's, NL
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Your applicationOpen nowExecutive Assistantharveycompanyltd-stjohns · St John's, NL

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The clock on this job

Early applications get read.

8.2% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 1.9%1 day
  2. 3.8%3 days
  3. 8.2%7 days
  4. 15.2%14 days
  5. 34.1%30 days
This job: first seen 3 hours ago

The posting

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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