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Ocean Capital Holdings Limited
Executive AssistantOcean Capital Holdings Limited • Saint John, NB, Canada
Executive Assistant

Executive Assistant

Ocean Capital Holdings Limited • Saint John, NB, Canada
30+ days ago
Job type
  • Full-time
Job description

Responsibilities

:
  • Manage the executive’s calendar by prioritizing requests, adjusting meetings, and coordinating schedules with the Administration team.
  • Serve as the primary point of contact between the executive and internal/external stakeholders to ensure clear and timely communication.
  • Manage and prioritize the executive’s correspondence, communications, and schedule with discretion and efficiency.
  • Coordinate complex scheduling, travel logistics, itineraries, and confidential communications.
  • Prepare high‑quality reports, presentations, briefing notes, agendas, and minutes using business software.
  • Develop and refine presentation content to ensure clarity, accuracy, and alignment with executive messaging.
  • Maintain document workflows, version control, and department‑specific materials to ensure accuracy and accessibility.
  • Support project management by tracking timelines, deliverables, and communicating updates to relevant stakeholders.
  • Assist with planning and coordination of Board meetings, strategic off‑sites, and high‑profile corporate events.
  • Collaborate with cross‑functional teams to support project initiatives and ensure alignment with executive priorities.
  • Coordinate and procure supplies, materials, and equipment for executive and departmental needs.
  • Track and manage expenses to ensure accurate and timely reporting.
  • Exercise sound judgment in prioritizing tasks, resolving issues, and making decisions within the scope of the role.
  • Arrange executive travel in accordance with company policy and prepare detailed itineraries.
  • Provide backup support to the Administrative Executive Team during absences to ensure continuity of operations.

Required education, experience, Knowledge, Skills, and Abilities:

  • Bachelor’s degree in business, finance, communications, or a related discipline.
  • 7–10 years providing high-level support to executives or boards within complex, fast-paced organizations.
  • Proficiency with MS Office tools and Adobe Acrobat.
  • Strong background in document management, version control, and workflow coordination.
  • Strong ability to create, edit, and format professional presentations and reports.
  • Ability to assess and align work priorities with the strategic goals of the executive leader.
  • Strategic mindset with an understanding of business priorities and corporate governance.
  • Strong verbal and written communication skills, with the ability to interact effectively at all organizational levels.
  • Proven ability to multitask, prioritize, and manage time effectively in a fast‑paced environment.
  • Demonstrates unwavering discretion and sound judgment when handling sensitive information.
  • Protects privacy, maintains trust, and ensures all communications and documents are managed with appropriate confidentiality.
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Executive Assistant • Saint John, NB, Canada

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