Office & administration jobs in Canada

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Added 15 days ago
ST
Office Receptionist
Shivalik Trading Inc.
Montague, PE
- Full-time
As the Office Receptionist for Shivalik Trading Inc., you are the first point of contact for our global clients, local suppliers, and logistics partners. Shivalik specializes in the trusted…
Added 15 days ago
AS
Casual Administrative Assistant
Abbotsford School District
Abbotsford, BC
- Temporary
Grade 12 diploma or equivalent. Completion of a six-month certificate in Administration, Applied Business Technology, or another related field and/or one year of recent relevant work…
Added 15 days ago
CV
Receptionist
Charlottetown Veterinary Clinic
Charlottetown, PE
- Full-time
Added 15 days ago
AP
office administrative assistant
Advance Pallet and Lumber Ltd.
Rocky View No 44, AB · Rocky View County, AB
- Full-time
Added 15 days ago
CR
Automotive auction Administrative assistant
Canadian Remarketing Group
Calgary, AB
- Full-time
Added 15 days ago
TE
Executive Assistant to Director
TRIPLE EIGHT TRANSPORT INC.
Abbotsford, BC
- $65,000 to $75,000 CAD / year
Diploma or degree in Business Administration, Management, Communications or a related field preferred.
Added 15 days ago
FO
Managing Director Green Municipal Fund and Climate Programs
Federation of Canadian Municipalities
Ottawa, ON · Hybrid - Ottawa
- Full-time
…While work is primarily virtual, occasional travel to our Head Office in Ottawa is expected. The majority of the team is based in the National Capital…
Added 15 days 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 15 days ago
SG
Payroll, Accounting & Human Resources Administrator
S3 Group Ltd.
Swift Current, SK
- Full-time
Added 15 days ago
SG
Purchaser - Swift Current
S3 Group Ltd.
Swift Current, SK
- Full-time
Added 15 days ago
D
Culinary Operations Supervisor
Dexterra
Surrey, BC
- Up to $70,000 CAD / year
- Full-time
Added 15 days 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 15 days ago
CO
Administrative Assistant 4 - Street Crime Unit (up to two year term)
City of Saint John
Saint John, NB
- Full-time
A community college diploma in Office Administration, a university Business Certificate 1 or an equivalent program.
Added 15 days ago
CO
Administrative Assistant 3 - Records
City of Saint John
Saint John, NB
- Full-time
A community college diploma in Office Administration, a university Business Certificate 1 or an equivalent program.
Added 15 days ago
LS
Executive Assistant - Inclusive Education
Langley School District #35
Langley (District), BC · Langley, BC
- Full-time
…variety of complex clerical and administrative duties: managing office correspondence, organizing/maintaining document filing and record-keeping, coordinating activities and scheduling…
Added 15 days ago
SO
Office Administrator
SERVPRO of NORTH VANCOUVER - Metro Vancouver Team
Burnaby, BC
- Full-time
📢 WE’RE HIRING! | Office Administrator & Marketing RepresentativeJoin SERVPRO Metro Vancouver Team and grow your career in administration, marketing, and customer relations! 🚀
Added 15 days ago
CO
Administrative Assistant IV, Policing Support Services
City of Grande Prairie
Grande Prairie, AB
- Internship
This position is staffed 24 hours per day, 7 days per week
Added 15 days ago
SG
Payroll, Accounting & Human Resources Administrator
S3 Group Ltd.
Medicine Hat, AB
- Full-time
Added 15 days ago
A
Administrative Assistant 1 [AQ-23883]
Aquent
Vancouver, BC
- $27 to $29 CAD / hour
- Contract
Proficiency with standard office productivity suites, including Microsoft Office tools for scheduling, email, and document management.
Added 15 days ago
MG
property administrator
Martello Group
Edmonton, AB
- Full-time
Added 15 days ago
CA
Global Referentials Management Analyst
Crédit Agricole CIB
Montreal, QC
- Contract
Set up and maintain client and counterpart records across trading, back-office, and front-office systems
Added 16 days ago
J
Administrative Assistant – Construction
JobsMedia.io
Mirabel, QC
- Full-time
Training in administration, office administration, or accounting is an asset. Experience in construction, architecture, or real estate would be particularly appreciated.
Added 16 days ago
CC
Medical Office Administrator in Vaughan
CPAP Clinic
Vaughan, ON
- Full-time
Added 16 days ago
CO
Administrative Assistant 4 - Street Crime Unit (up to two year term)
City of Saint John
Saint John, NB
- Full-time
A community college diploma in Office Administration, a university Business Certificate 1 or an equivalent program.
Added 16 days ago
CO
Administrative Assistant 3 - Records
City of Saint John
Saint John, NB
- Full-time
A community college diploma in Office Administration, a university Business Certificate 1 or an equivalent program.

FONEMED

Executive Assistant

St. John's, NL, Canada
Greater St. John's Metropolitan Area, Canada

Full-time

Apply on LinkedIn About employer

Applications open in a new tab.

Job details

Job type: Full-time
Apply by: Apr 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

Manage the CEO’s calendar, priorities, correspondence, travel, meetings, and follow-up while providing confidential executive support and coordinating day-to-day office operations. Organize events and stakeholder activities, identify risks and scheduling conflicts, and resolve or escalate issues to keep executive commitments and business priorities on track.

Requirements

The role prefers at least five years of relevant administrative, executive support, or operational coordination experience, with senior executive support experience considered an asset. Candidates should have strong organizational, communication, and problem-solving skills; proficiency in Microsoft 365; relevant post-secondary education or equivalent experience; a valid unrestricted driver’s license, reliable vehicle, and ability to lift up to 50 pounds.

Skills

Executive Support
Calendar Management
Priority Management
Meeting Coordination
Professional Correspondence
Travel Coordination
Office Administration
Event Coordination
Stakeholder Engagement
Microsoft 365
Written and Verbal Communication
Organization
Problem-Solving
Confidentiality
Sound Judgment
Process Improvement

Benefits

Health Benefits
Retirement Savings Options
Paid Leave

Visa sponsorship

Not detected in the job text

Keywords

Microsoft 365
Outlook
Word
Excel
PowerPoint
Teams
Executive Office
Executive Support
Calendar Management
Meeting Agendas
Briefing Materials
Presentations
Meeting Minutes
Action Items
Correspondence
Travel Arrangements
Expense Reports
Invoices
Purchasing
Electronic Records
Confidential Documents
Event Logistics
Stakeholder Engagement
Government Engagements
Process Improvement
Telehealth
Risk Identification
Operational Coordination

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Office & administration jobs in Canada

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