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Added 1 hour ago
PAYROLL PROGRAM ASSISTANT 1
City of Toronto
Toronto, ON
Job Category: Finance, Accounting & Purchasing
Added 3 hours ago
AS
Casual Administrative Assistant
Abbotsford School District
Abbotsford, BC
- Temporary
Working knowledge of Finance and Purchasing Programs, MS Office, Internet and Internet-based programs;
Added 4 hours ago
F
Executive Assistant
FONEMED
St. John's, NL · Greater St. John's Metropolitan Area
- Full-time
We are seeking an exceptional Executive Assistant to work directly with our President & CEO and support the smooth and efficient operation of the executive office.
Added 5 hours ago
F
Executive Assistant
Fonemed
St. John's, NL
- Full-time
We are seeking an exceptional Executive Assistant to work directly with our President & CEO and support the smooth and efficient operation of the executive office.
Added 2 days ago
NF
Produce Department Manager - Langley
Nature's Fare Markets
Langley (District), BC · City of Langley, BC
- Full-time
Ensure optimal levels of inventory by making smart purchasing decisions, analyzing top seller reports, using movement reports and collaborating with other Produce Managers and Nature’s Fare…
Added 2 days ago
Warehouse Supervisor
Government of Alberta
AB
Coordinate purchasing and procurement, including material requisitions, local purchasing, financial coding and asset tracking.
Added 2 days ago
SM
Clerical Assistant Clinics Preadmission Facility
St. Michael's Hospital
Toronto, ON
- Temporary
Reporting directly to the Clinical Leader/Manager, the Clerical Assistant will be responsible for performing a broad range of administrative, secretarial, word processing and business…
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FS
Executive Steward
Four Seasons Hotels and Resorts
Whistler, BC · Four Seasons Whistler
- Full-time
Control labor and operating expenses through effective scheduling, budgeting, purchasing decisions, inventory control and cost control measures.
Added 2 days ago
HS
Support Services Worker - Regular Full Time
Hopewell Support Services
Guelph, ON
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Employee Assistant Program coverage for all employees.
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HS
Overnight Awake Support Worker Regular FT
Hopewell Support Services
Ariss, ON
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Employee Assistant Program coverage for all employees.
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Support Services Worker - Regular Part Time
Hopewell Support Services
Ariss, ON
Employee Assistant Program coverage for all employees.
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E
Associate Director of Care (ADOC) and Educator- Full time - Monfort
Extendicare
Ottawa, ON · Montfort
- Full-time
Assistant Director of Care and Educator Extendicare LTC
Added 2 days ago
HS
Support Services Worker - Regular Casual
Hopewell Support Services
Guelph, ON
- Part-time
Employee Assistant Program coverage for all employees.
Added 2 days ago
NF
Produce Department Manager - Langley
Nature's Fare Markets
Langley (City), BC
- Full-time
Ensure optimal levels of inventory by making smart purchasing decisions, analyzing top seller reports, using movement reports and collaborating with other Produce Managers and Nature’s Fare…
Added 2 days ago
E
Administrative Assistant
EPCOR
AB · Edmonton, Alberta
- Full-time
We are hiring a full time, temporary (up to 11 months) Administrative Assistant working out of Edmonton, AB.
Added 2 days ago
FB
Assistant Service Manager
Farm Boy Inc.
Burlington, ON
- From $21.5 CAD / hour
- Full-time
Support office and administrative functions, including safe management, cash handling, scheduling, purchasing orders, and payroll processes.
Added 2 days ago
B
Administrative Assistant III
BGIS
Markham, ON
- Full-time
The Administrative Assistant III reports to a Manager and provides coordination and support in the areas of the regional reports, regional information tracking, ESAT, regional newsletters…
Added 2 days ago
FB
Assistant Service Manager
Farm Boy Inc.
Burlington, ON
- $21.5 CAD / hour
- Full-time
Support office and administrative functions, including safe management, cash handling, scheduling, purchasing orders, and payroll processes.
Added 2 days ago
FS
Assistant(e) directeur(rice) de l’entretien ménager  / Assistant Director of Housekeeping
Four Seasons Hotels and Resorts
Montreal, QC · Four Seasons Montreal
- Full-time
Assistant(e) directeur(rice) de l’entretien ménager
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C
Administrative Assistant
CarbonRun
Halifax, NS
- Full-time
Hands-on experience using Claude or similar AI assistant to work faster, such as sorting information, comparing documents, summarizing, and drafting. You check AI output for accuracy before…
Added 2 days ago
B
Administrative Assistant III
BGIS
Markham, ON
- Full-time
The Administrative Assistant III reports to a Manager and provides coordination and support in the areas of the regional reports, regional information tracking, ESAT, regional newsletters…
Added 2 days ago
DG
Executive Assistant to Finance Leadership Team 1 year contract Mid-town
Dean Group
Toronto, ON
- Contract
Other routine duties include managing invoicing and purchasing workflows, handle travel/expense oversight, coordinate internal Town Halls, conferences and related bookings.
Added 2 days ago
NP
Category Assistant - Winter 2027 Co-op
NFI Parts Inc
Winnipeg, MB
- Full-time
This position provides support to the procurement team by assisting with day-to-day purchasing activities, ensuring accurate and timely processing of orders and supplier communications. The…
Added 3 days ago
TC
Culinary Management | Assistant Kitchen Manager | Kitchen Manager
The Canadian Brewhouse
London, ON
- Full-time
Maintain standards for purchasing, ordering, and food storage
Added 3 days ago
TC
Culinary Management | Assistant Kitchen Manager | Kitchen Manager
The Canadian Brewhouse
London, ON
- $19 CAD / hour
- Full-time
Maintain standards for purchasing, ordering, and food storage

Fonemed

Executive Assistant

St. John's, NL, A1B 3Y8, Canada

Full-time

Apply About employer

Applications open in a new tab.

Job details

Job type: Full-time
Apply by: Jan 23, 2027
Posting language: English
Posted: Oct 25, 2026

Original job description

Executive Assistant
FONEMED | St. John's, Newfoundland and Labrador

We are seeking an exceptional Executive Assistant to work directly with our President & CEO and support the smooth and efficient operation of the executive office.

We are looking for someone who is highly organized, resourceful, personable, and proactive. Someone who enjoys making things happen, takes pride in getting the details right, and has a natural ability to anticipate what needs to be done before being asked.

This is a varied, hands-on role for someone who thrives in a busy environment, enjoys working with people, and is equally comfortable coordinating an important executive meeting, preparing correspondence, following up on business priorities, or handling everyday office responsibilities.

Above all, we are looking for someone who takes ownership, exercises good judgment, follows through, and genuinely enjoys making a difference.

About the Role

The Executive Assistant will provide comprehensive executive, administrative, and operational coordination support to protect the CEO's time, maintain focus on business priorities, and keep commitments moving forward.

The successful candidate will play an important role in managing the executive leadership schedule, organizing priorities, coordinating activities, supporting business operations, and ensuring commitments are followed through.

This individual will be a trusted and dependable member of the executive office, capable of working independently, managing competing demands, maintaining confidentiality, and anticipating needs in a fast-paced and evolving business environment.

Key Responsibilities

Executive Support & Priority Management

Proactively manage the CEO's calendar, appointments, meetings, and scheduling priorities.
Anticipate upcoming commitments, deadlines, and preparation requirements.
Coordinate meetings, agendas, briefing materials, presentations, minutes, and action items.
Manage incoming correspondence, identify priorities, and draft or prepare routine communications as appropriate.
Monitor outstanding commitments and ensure timely follow-up with internal and external stakeholders.
Coordinate travel arrangements, accommodations, and itineraries.
Exercise sound judgment in determining what can be handled independently and what requires the CEO's attention.
Maintain awareness of executive priorities to ensure the CEO is well prepared for meetings, engagements, and business activities.

Office Administration & Operations

Support the efficient day-to-day operation of the executive office.
Coordinate meeting rooms, visitors, office supplies, catering, and other administrative requirements.
Maintain organized electronic files, contact lists, records, and confidential documents.
Assist with expense reports, invoices, purchasing, and administrative tracking.
Liaise with internal departments to coordinate activities and resolve routine operational matters.
Identify opportunities to improve administrative processes, workflows, and office efficiency.
Take ownership of everyday responsibilities, ensuring tasks are completed without unnecessary oversight.

Proactive Coordination, Risk Identification & Problem-Solving

Proactively identify potential scheduling conflicts, missed deadlines, competing priorities, administrative inefficiencies, and emerging issues that may affect executive commitments or office operations.
Exercise sound judgment in assessing urgency, resolving matters independently where appropriate, and escalating significant concerns with relevant background information and recommended solutions.
Monitor outstanding commitments, anticipate potential delays, and take appropriate action to keep priorities on track.
Identify opportunities to streamline processes, improve coordination, and reduce unnecessary demands on the executive leadership time.
Maintain awareness of upcoming organizational activities, business opportunities, and executive commitments to anticipate support requirements.
Demonstrate accountability for assigned responsibilities, ensuring tasks are completed accurately and on time.

Meetings, Events & Stakeholder Engagement

Coordinate executive meetings, client visits, government engagements, and stakeholder activities.
Provide logistical and administrative support for conferences, corporate events, speaking engagements, and community initiatives.
Onsite presence required at both internal and external events to delivery materials, complete setup, take down, and support in real time coordination to ensure events run smoothly.
Support executive leadership involvement in external boards, committees, charitable organizations, and community activities.
Maintain professional and courteous relationships with employees, clients, government representatives, business partners, and community stakeholders.
Ensure appropriate follow-up and coordination following meetings and events.

What We're Looking For

The ideal candidate is someone who:

Thinks ahead: Anticipates needs, recognizes priorities, and takes action without waiting to be asked.
Takes ownership: Follows through, solves problems, and sees responsibilities through to completion.
Is exceptionally organized: Manages competing priorities while maintaining excellent attention to detail.
Exercises sound judgment: Knows when to act independently, when to ask questions, and when to escalate concerns.
Communicates effectively: Demonstrates strong written and verbal communication skills and interacts professionally with people at all levels.
Is resourceful and adaptable: Responds positively to change and finds practical solutions to unexpected challenges.
Is personable and approachable: Builds positive working relationships and brings a friendly, professional attitude to the workplace.
Values confidentiality: Understands the importance of discretion and trust when supporting executive leadership.
Is comfortable rolling up their sleeves: No task is too big or too small, and takes pride in helping things run smoothly.
Is dependable: Delivers on commitments and can be trusted to manage responsibilities with minimal supervision.

Qualifications

Minimum five years of relevant administrative, executive support, or operational coordination experience preferred.
Experience supporting senior executives or leadership teams is a strong asset.
Excellent organizational, communication, and problem-solving skills.
Strong proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
Experience preparing professional correspondence, meeting materials, reports, and presentations.
Demonstrated ability to manage competing priorities and sensitive information.
Post-secondary education in business administration, office administration, other related discipline, or a combination of relevant education and experience.
Experience supporting projects, events, or stakeholder engagement activities.
An active, unrestricted drivers license with a satisfactory driver’s abstract and proof of auto insurance.
Access to a reliable vehicle for the ability to run errands, attend offside meetings, transport materials for hands on setup at external meetings and events.
Ability to lift and transport equipment and materials weighing up to 50 lbs and assist in supporting onsite activities that may require frequent active movement as well as extended periods of standing during events.
Comfortable learning new technologies and using digital tools to improve productivity.
Occasional domestic and international travel may be required to support business activities, meetings, conferences, and organizational initiatives.

Why Work with Us

With over 30 years in the telehealth industry servicing clients across North America, Fonemed prides itself on providing outstanding client experience and practicing a culture of care in everything we do. We are a growing company who values our greatest resource - our people! We provide a collaborative company culture and a welcoming team. We offer our team the opportunity to work in an exciting industry and a competitive compensation package, including health benefits and retirement saving options, as well as a great paid leave program. If you are looking for a company that values you, apply today!

Fonemed is an equal opportunity employer and is committed to diversity, equity, and inclusion. We appreciate the interest of everyone who applies for the position, however only those selected for an interview will be contacted. Please visit our website to apply at www.fonemed.com.

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More about this job

Responsibilities

The Executive Assistant provides comprehensive administrative and operational support to the CEO, including calendar management, meeting coordination, and priority tracking. They are responsible for maintaining office efficiency, handling correspondence, and ensuring executive commitments are met through proactive problem-solving.

Requirements

Candidates should have at least five years of relevant administrative experience and strong proficiency in Microsoft 365. A valid driver's license, access to a reliable vehicle, and the physical ability to lift up to 50 lbs are required for this role.

Skills

Executive support
Calendar management
Administrative coordination
Problem-solving
Communication
Attention to detail
Confidentiality
Microsoft 365
Outlook
Word
Excel
PowerPoint
Teams
Event coordination
Stakeholder engagement
Time management

Benefits

Health benefits
Retirement saving options
Paid leave program

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistant
Administrative Support
Operations
Calendar Management
Microsoft 365
Outlook
Word
Excel
PowerPoint
Teams
Stakeholder Engagement
Event Coordination
Confidentiality
Telehealth
Business Administration
Logistics
Correspondence
Reporting
Presentations
Problem-solving
Time Management
Professionalism
Office Administration
Expense Reporting
Invoicing
Purchasing
Risk Identification
Data Management
Communication Skills
Adaptability

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