We are seeking an experienced, highly organized Executive Assistant to provide high-level administrative support to senior leadership and ensure efficient executive operations. Based at our Head Office in Saint John, New Brunswick, this role supports executive leaders through effective calendar management, meeting coordination, communication support, project administration, and confidential information management.
The salary range for this role is $44,000-$65,000.
Responsibilities
- Proactively manage complex executive schedules and calendars, ensuring effective prioritization of meetings and commitments.
- Manage phone calls, emails, and correspondence on behalf of executives, ensuring timely and professional communication.
- Coordinate travel arrangements, accommodations, and itineraries as required.
- Prepare meeting agendas, presentations, briefing materials, and supporting documentation.
- Coordinate and oversee executive meetings, leadership gatherings, training sessions, and corporate events.
- Arrange meeting logistics, including facilities, technology, catering, and related services.
- Record meeting notes and follow up on action items when required.
- Support communication between executives and internal and external stakeholders.
- Manage expense reports, monthly corporate credit card reconciliations, purchase orders, invoices, and other financial administration.
- Maintain accurate records, files, and confidential documents in accordance with company standards.
- Assist with the preparation of reports, presentations, dashboards, and executive communications.
- Coordinate logistics, gather information, and support strategic and cross-functional projects and initiatives.
- Manage day-to-day administrative activities and provide general office support as required.
- Maintain and update executive and business-related information, databases, and records.
- Utilize collaboration and productivity tools to support efficient workflows and information sharing.
- Identify opportunities to streamline administrative processes, improve communication efficiency, and enhance executive support practices.
- Support the adoption of new technologies and tools that improve productivity, meeting management, and document control.
Qualifications
- Post-secondary education in Business Administration, Communications, or a related discipline is preferred. A bachelor's degree would be considered an asset.
- 4-5 years of experience providing executive-level administrative support in a corporate or multi-site environment.
Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint.
Experience with Dynamics 365, Power BI, and other business systems would be considered an asset.
Exceptional organizational, prioritization, and time-management skills.
Proven ability to manage multiple priorities and deadlines in a fast-paced environment.
Strong verbal and written communication skills with a professional and proactive approach.
Demonstrated ability to work independently with minimal supervision while maintaining a high degree of accuracy.
Strong interpersonal skills with the ability to build relationships across all levels of the organization.
Commitment to confidentiality, professionalism, and sound judgment.
Adaptable, resourceful, and eager to learn new systems and processes.
Founded in 1882, J.D. Irving, Limited (JDI) operates in Eastern Canada (New-Brunswick, Nova Scotia, Prince Edward Island, Québec, Ontario, Newfoundland and Labrador), as well as in USA. We are a team of 20,000 dedicated employees. At J.D. Irving, Limited, you are part of a dynamic team of professionals who lead with integrity and are passionate about delivering results. With a culture that nurtures talent and creates an inclusive workplace, you can grow your career across our various operating divisions.
We are committed to creating accessible environments for our colleagues, candidates, and customers. Requests for accommodation due to a disability (which may be visible or invisible, temporary, or permanent) can be made at any stage of application and employment. We encourage candidates to make their accommodation needs known so that we can provide equitable opportunities.
Worried you do not meet all the requirements? Studies have shown that many applicants apply only to job opportunities when they feel they meet 100% of the criteria. We promote an inclusive environment where everyone is appreciated, recognized, and empowered to contribute fully. If you are interested in this position but are worried you did not meet all the requirements, we would encourage you to still apply.
Our recruitment advisors and hiring teams will utilize human screening combined with AI technology to help identify the skills and qualities that matter most to our business, while safeguarding your privacy and using AI responsibly.
We appreciate your interest in our company however only those candidates selected for an interview will be contacted.
Kent is the largest retail building supply chain in Atlantic Canada. With 48 locations and an ecommerce website, our mission is to be the best source of home improvement products through superior customer service and know-how, quality products, and everyday great prices. We protect our customers and staff by hiring and training associates committed to our safety values. We employ over 3,700 people and work hard to increase our market share through strategic investment in training and technology. We focus on the development of our people and promote a culture of continuous improvement and innovation. In addition to our retail stores, we operate truss manufacturing facilities and a wholesale drywall company. We are a member of Independent Lumber Dealers Co-operative and the ARENA buying group which ensures our great product selection and pricing
