Position Summary

The Executive Personal Assistant provides confidential executive, administrative, and personal support to the executive team. This role serves as a trusted partner, managing the executives schedule, communications, travel, special projects, and select personal matters while acting as a liaison between the executive and internal and external stakeholders as required.

Key Responsibilities

Executive Administration

- Manage and maintain executive complex calendar, appointments, meetings, and commitments.

- Coordinate and prioritize incoming requests, ensuring 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 on behalf of executive as required.

Travel and 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

- Coordinate personal appointments, and personal schedules.

- Manage personal travel arrangements and reservations.

- Assist with financial administration, bill payments, and document management as directed.

- Coordinate household services, contractors, and personal projects.

Office and 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 quick-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

📌 Executive Assistant (St. John's)
🏢 Harvey u0026 Company Ltd - St John's
📍 St. John's