Executive Assistant
in Saint John, NB

Saint John, NB
Full-time - Permanent
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Competition Number: R119754
Company Website: http://www.irvingoil.com/
Job Title
Executive Assistant
Who are we?
Founded in 1924, Irving Oil is a family-owned international refining and marketing company with a history of long-term partnerships and relationships. With operations throughout Eastern Canada, New England and Ireland we focus on delivering quality products and exceptional service to our customers and our communities. Every day, we strive to put our good energy in action to bring families together, support the environment and local wildlife, and to create learning opportunities that empower the next generation.
Here's what you can expect from us:
When you're a part of our team, you'll see how we bring good energy to all that we do. At Irving Oil, we strive for a work environment where each of us feels we belong, can bring our whole selves to work, and where we treat our fellow employees with kindness and respect. Together, we will support our corporate strategy, high standards and the communities where we live and work. Our collaborative approach, safety-first culture and commitment to building resilient teams helps reinforce our internal brand position where People Matter. That's why we're dedicated to investing in our employees' potential, so that they can reach their career goals.
Job Description
What you can expect in a typical day:
Irving Oil is seeking an Executive Assistant that will provide support to our Senior Leadership team member by partnering proactively to fulfill their day to day needs. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
We are proud and excited to have been named one of Canada's Top 100 Employers for the sixth year in a row. This award recognizes the passion, dedication, and tenacity at the foundation of our thriving workplace culture, built by team members who encourage and support each other.
The Executive Assistant will foster this culture through supporting the Senior Leadership team member's overall objectives.
What we offer:
  • Competitive salary, bonus and pension plan
  • Flexible benefits, including a Health Spending Account
  • Hybrid Work Opportunity - flexible work model that supports a blend of in office and remote
  • Wellness support, including annual wellness allowance and paid personal care days
  • Paid vacation and vacation purchasing
  • Personal and professional development opportunities

Your Roles and Responsibilities:
  • Act as facilitator, building and cultivating ongoing relationships.
  • Enhance and maintain relationships with internal and external stakeholders
  • Assist in monitoring their performance management objectives throughout the year. This includes assisting in the scheduling and planning of activities to ensure objectives are met.
  • Actively manage documentation and meetings associated with confidential initiatives. This includes creating information packets for the entire the Senior Leadership team member's direct team or external stakeholders. This also includes working with senior level individuals at other organizations to arrange meetings or provide information on Senior Leadership team member's behalf.
  • Manage calendar activities. This includes making decisions about when to schedule or move meetings to accommodate requirements, material prep, etc.
  • Manage and reconcile credit card expense statement for final submission for approval.
  • Arrange domestic and international travel. This includes meeting schedules, airline, transportation etc.
  • Review and filter all e-mail to eliminate unnecessary information and call attention to priorities.
  • Maintain monthly financial statements. Review spend vs. budget to verify spend, identify trends, and make recommendations.
  • Prepare, research and provide documentation to process purchase orders on behalf of the Senior Leadership Team Member.
  • Coordinate monthly meetings for direct reports.
  • Complete other administrative support activities as required.

Professional Skills:
  • Excellent planning and time management skills
  • An exceptional relationship builder with excellent interpersonal skills
  • Ability to multi-task and prioritize daily workload
  • Experience in dealing with confidential and sensitive material
  • Proven communication skills, both oral and written, are necessary
  • Excellent computer skills with knowledge of the full suite of MS Office and Outlook programs (PowerPoint, Excel, Word, SharePoint)
  • Strong technical skills and abilities
  • Ability to analyze data and develop meaningful reporting
  • Effective collaborator and a team player

Education and Experience:
  • 7-10 years of related experience in a similar administrative capacity
  • Post-secondary education in Office Administration or equivalent experience is required
  • Proficient computer skills and good knowledge of Microsoft Office

Irving Oil supports a diverse and inclusive work environment and welcomes applications from all qualified applicants.
Job Requirements - Work Experience
Job Requirements - Education
Saint John, NB
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