Executive/Personal Assistant

Executive/Personal Assistant

Job Brief

The Fundy Harbour Group is seeking a highly organized and reliable professional to serve as a trusted right hand to senior leadership, managing both business and select personal logistics to enhance executive productivity. This role is well suited to an adaptable Executive Assistant who thrives in a fast-paced startup environment and brings a strong operational focus. The Executive Assistant is expected to exercise strict confidentiality when handling sensitive business and personal information. Success in this position requires sound judgement, clear communication, a positive attitude, and a proactive approach to keeping priorities organized and operations running smoothly through the effective use of modern technology.

Responsibilities

Day-to-Day Executive Support

• Calendar and time management: Meticulously managing diaries, scheduling meetings, and ensuring the executive is prepared with the necessary briefings and materials.
• Communication and gatekeeping: Act as the primary point of contact for internal and external stakeholders, effectively managing communications and prioritizing inquiries.
• Travel and logistics: Organizing business and personal travel including flights, accommodation, and detailed itineraries.
• Administrative Support: Preparing reports, presentations and correspondence; record meeting minutes and track follow up action items.
• Tracking: Monitor ongoing projects and deadlines to ensure timely completion.

Light Personal Assistant Tasks

• Coordinate personal appointments and reminders.
• Assist with occasional errands or household related scheduling.
• Support event planning as required.

Tech and AI Tools

• Use Microsoft 365 applications daily (Outlook, Word, Excel, PowerPoint, OneNote, Teams).
• Leverage AI tools such as Copilot to assist with drafting, organizing, and summarizing.
• Continuously seek opportunities to improve efficiency through new technology and tools.
• Maintain a professional and courteous attitude throughout all interactions; and
• Other work related to the position as assigned from time to time.

Requirements

• Proven experience as an Executive Assistant, Administrative Assistant or similar support role; experience supporting a senior executive or small business owner is an asset.
• Strong proficiency in Microsoft 365 applications, including Teams, Outlook, Word, Excel, Power Point and Co-pilot. Comfort with project management and productivity apps is an advantage.
• A genuine interest in learning and using AI-enabled tools.
• Highly organized, proactive and comfortable managing multiple priorities.
• Quick learner who is receptive to feedback.
• Detailed oriented to ensure accurate deliverables.
• Ability to maintain strict confidentiality when handling sensitive business and personal information.

Why You'll Love Working with Us!

• Competitive compensation with a bonus structure.
• Comprehensive healthcare benefits including life insurance, prescription coverage, vision, dental and paramedical services.
• A supportive down-to-earth work environment.
• Opportunity to influence and improve operational processes as the organization grows.
• Variety to your day - no two days look exactly the same.
• Ongoing opportunities to develop skills and learn new tools including AI.

Additional Details:

• Location: City Hall Saint John, NB, Canada. (Onsite position only).
• Office Hours: 8:30am-5:00pm with the need to be flexible with any extended coverage or on call requirements.

If you are excited by the opportunity to work for a highly successful fast paced growing company, then please apply with your resume in confidence to: