Executive Assistant

Ocean Capital Holdings Limited is a privately held company with its head office located in Saint John, NB with interests in a number of businesses, including broadcasting, construction, energy, and real-estate.  Our purpose is to grow winning businesses with great people, which contribute to better communities.  We unlock the potential of our businesses through imagination and a passion for winning, and we celebrate the uniqueness in each person.  Our focus is on excellence and accomplishment. The Company and its businesses have always been responsible corporate citizens, mindful of the communities where we operate.

Ocean Capital has an opportunity for an Executive Assistant within the Corporate Operations team. Reporting to the Senior Vice President- Corporate Operations and Administration, this position will play a crucial role in ensuring seamless operations and efficient workflow within the organization. This position provides high-level administrative support to executive leaders and requires a high degree of professionalism, confidentiality, and discretion. The Executive Assistant manages day-to-day activities, including organizing and maintaining the executive's schedule, handling correspondence, information management and logistics.

Key Responsibilities:
 

   Calendar and Email Management 

• Optimize the executive’s time by managing their calendar, prioritizing requests, and rescheduling non-essential meetings when necessary. 
• Collaborate with Administration team to coordinate schedules and optimize availability.
• Manage incoming calls, direct visitors, and handle mail and email communications effectively.

• Maintain confidential and sensitive information, ensuring non-disclosure agreements are followed.

   Travel Coordination and Expense Management

• Arrange travel arrangements, adhering to company policy.
• Prepare itineraries and ensure executives are informed of travel details.

• Track and manage expenses to ensure accurate and timely reporting.

    Meeting and Event Logistics

• Organize logistics for critical meetings and events, handling venue bookings, conference setups, and meeting room preparations. 
• Assist with the planning and execution of company events and functions, including Board of Directors visits, staff birthdays, and celebrations.

     Document Management 

• Maintain document process flows, and other department-specific documents as required.
• Utilize business software applications to prepare correspondence, reports, presentations, agendas, and minutes.
• Manage digital documents by uploading, downloading, and maintaining files on shared platforms, ensuring accurate labeling and version control for seamless access by team members.

      Project Coordination

• Assist with project management tasks, tracking timelines, deliverables, and communicating updates.

• Coordinate and procure necessary supplies and equipment for team members and executive projects, ensuring timely and efficient order placement and delivery.

• Collaborate with cross-functional teams to support project initiatives, ensuring effective communication and cooperation.

Competencies Required: 

• Proactive delivery: Strive to exceed expectations; taking accountability for keeping own performance on track

• Rational influencing: Provide compelling business cases and arguments to persuade upwardly and with peers
• Supporting others: Building mutual support and understanding with colleagues
• High quality decision making: Make smart decisions weighing risk and reward to help team/department performance
• Making improvements: Show curiosity in seeking opportunities to make improvements; increasing efficiency, effectiveness and customer success
• Creating personal impact: Show confidence and positive attitude, contributing to the energy of the team
• Aligning self: Organize and prioritize own contribution to the goals and priorities of the team and business
• Owning your development: Demonstrate a strong commitment to personal learning and development

Required Knowledge, Skills, Abilities, Education, and Experience: 

• A post-secondary certificate, diploma or degree, preferably in Business Administration, Communications, or a related field.
• Minimum 5 years of experience in an executive assistant or senior administrative role supporting executives with relevant knowledge of office management and administrative procedures.
• Proficiency with MS Office tools and Adobe Acrobat.
• Strong verbal and written communication skills, with the ability to interact effectively at all organizational levels.
• Ability to multi-task, prioritize, and manage time effectively in a fast-paced environment.
• High level of professionalism, with an understanding and appreciation for maintaining confidentiality.

The successful candidate will be able to think quickly and flexibly, bringing a broad perspective to situations and working through complexity. Shows drive and resilience when faced with adversity, keeping a positive attitude. Is open to change, looking for new opportunities to do things better while supporting others through change. Demonstrates interpersonal insight and flexibility, able to understand what is important to others and can adapt to connect with people.

Providing the opportunities for career and professional growth, we support our employees` movements to different companies within our group. If you are interested in the position, please apply here with a resume and cover letter.