Admin assistant Jobs in St. John's, NL

Jump Recruitment, on behalf of our client, Pike Group/Harvey & Co., are seeking an Executive Assistant to join them in the St. John’s, NL office.

Position Summary:
The Executive Personal Assistant (EPA) provides confidential executive, administrative, and personal support to the CEO, COO, and CFO. This role serves as a trusted partner, managing schedules, communications, travel, special projects, and select personal as well as acting as a liaison between the CEO and internal and external stakeholders as required.

Key Responsibilities:
Executive Administration

• Manage and maintain the CEO's complex calendar, appointments, meetings, and commitments.
• Coordinate and prioritize incoming requests, ensuring the CEO's time is utilized effectively.
• Prepare agendas, reports, presentations, briefing notes, and meeting materials.
• Attend meetings as required and prepare meeting minutes, action items, and follow-up reports.
• Screen and manage incoming communications, including emails, phone calls, and correspondence.
• Draft, edit, and proofread professional communications.

Travel & Event Coordination

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Prepare detailed travel packages and briefing materials.
• Coordinate executive meetings, conferences, board meetings, and corporate events.
• Manage expense reporting and travel reconciliations.

Relationship Management

• Serve as the primary point of contact between the CEO and internal/external stakeholders.
• Build and maintain professional relationships with internal and external customers, partners and OEM representatives.
• Handle confidential and sensitive matters with discretion and professionalism.

Personal Assistance for CEO

• Coordinate personal appointments, family commitments, and personal schedules.
• Manage personal travel arrangements and reservations.
• Assist with personal financial administration, bill payments, and document management as directed.
• Coordinate household services, contractors, and personal projects.
• Manage personal correspondence and confidential records.

Office & Administrative Management

• Maintain filing systems, records, and document retention processes.
• Coordinate office supplies and executive office operations.
• Develop and improve administrative systems and procedures.
• Support executive onboarding and other administrative initiatives.

Qualifications:

• Post-secondary education in Business Administration, Office Administration, or a related field.
• 5+ years of experience supporting senior executives or business owners.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency in Microsoft Word, Excel, Outlook, Adobe, and others
• Ability to handle highly confidential information with discretion.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and manage multiple priorities in a fast-paced environment.

Key Competencies:

• Confidentiality and trustworthiness
• Executive presence and professionalism
• Organization and planning
• Initiative and proactive problem-solving
• Relationship management
• Adaptability and flexibility
• Attention to detail
• Sound judgment and discretion

Apply in Confidence:
Only those candidates being considered for an interview will be contacted.
Interested and qualified candidates should submit their resume & cover letter to:
Tonya Guilfoyle | Senior Recruiter & HR Consultant |?tonya@jumpcareers.ca
Jump Recruitment Specialists |?www.jumpcareers.ca
At Jump Recruitment we recognize the value of diversity and are committed to making intentional steps toward building inclusive teams that better reflect the community Jump Recruitment and other organizations we serve?operate?within. We believe that inclusion is not just about making room at the table but about seeking out talent through a diversity lens and letting everyone know that their unique perspectives are important contributions to building stronger workplaces in a changing world.
We encourage all qualified candidates to apply to our posted positions. We welcome candidates to self-identify?or make our recruitment team aware of any potential accommodation they may need during the recruitment process.
This opportunity is only available for candidates legally entitled to work in Canada. We thank all applicants for their?interest,?however, only those candidates being considered for an interview will be contacted.