Executive Assistant

Executive Assistant
Location:
Vision33 Headquarters
at
210 Water Street,
St. Johns, NL

We are hiring a new role of Executive Assistant for Vision33 Headquarters in St. Johns, NL. This role combines high-level executive support with day-to-day office coordination to keep our headquarters organized, welcoming, and running smoothly.

As a trusted partner to our senior leaders and the go-to person for office coordination, youll manage priorities, communications, calendars, travel, meetings, events, and office logistics while creating a professional and positive experience for employees, clients, vendors, and partners.

This is a full-time, in-office role that requires flexibility, sound judgment, professionalism, and a strong commitment to confidentiality in a fast-paced environment.

• Executive Support: Provide proactive support to the President and VPs, including calendar, and email coordination, meeting support, travel arrangements, expense support, correspondence, document preparation, follow-ups, and confidential information management.
• Coordinate Meetings, Travel & Logistics: Manage schedules, organize leadership meetings, prepare materials, coordinate room bookings and technology needs, arrange national and international travel, and support courier and facility requests.
• Support Office Operations: Keep the office well-stocked, organized, and ready for business by supporting supplies, mail, vendor coordination, corporate documentation, project support, and special requests.
• Plan Team and Corporate Events: Help plan and support executive meetings, corporate events, team get-togethers, celebrations, milestone events, and holiday gatherings.
• Keep Priorities Moving: Track action items, follow up on outstanding requests, anticipate needs, and help leaders and team members stay organized in a fast-paced, global environment.
• Support Stakeholders and Special Requests: Work with internal and external stakeholders, apply business acumen and creative problem-solving, and support ad hoc projects and requests as needed.
• First Point of Contact: Respond to inquiries, direct requests, and provide a friendly, professional experience for employees, clients, vendors, and partners.

WhatYoullBring to the Table:

• Education and Experience: Bachelors degree or diploma, plus 12 years of experience in an executive assistant or operations role. Experience supporting senior leaders or other operations elements is a requirement.
• Tech-Savvy: Advanced proficiency with Microsoft 365 and digital workplace technologies, with the ability to quickly adopt and optimize new corporate platforms such as Smartsheet, Copilot, and workflow automation tools. Demonstrates an interest in emerging technologies.
• Organized and Detail-Oriented: Highly motivated, organized, enthusiastic, and able to manage a high volume of tasks with accuracy, urgency, and strong attention to detail.
• Outstanding Communication: Excellent written and verbal communication skills, sound judgment, and a positive, customer-focused approach with employees, executives, clients, and partners.
• Independent and Flexible: Able to work independently, use discretion, adapt when priorities shift, and stay calm, responsive, and solutions-focused when juggling competing needs.
• Confidentiality, Resourcefulness and Follow-Through: Trusted to handle sensitive information with care, notice the small details that make a big difference, and solve problems before they become roadblocks.
• Positive Vibes: A friendly, can-do attitude, professional presence, helpful approach, and excitement to take the lead on new challenges.