Irving Oil

Executive Assistant

Saint John, NB

Full-time

About This Job

As an Executive Assistant you will provide support to our Senior Leadership team member by partnering proactively to fulfill their day-to-day needs. Your goals will be anticipating needs, thinking critically, and offering solutions to problems with a high level of professionalism and confidentiality. Your success will show through supporting the Senior Leadership team member’s overall objectives with a process improvement mindset.

What We Offer:

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Work Environment – Work in our beautiful home office building with access to a fitness facility, onsite nurse, and a café

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Competitive Compensation – Including an annual bonus plan, pension plan, and parking allowance

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Flexible Benefits Plan – Including medical and dental benefits that are both in effect from day one

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Paid Vacation – Plus an annual option to purchase additional vacation

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Wellness Support – With an annual wellness allowance, paid personal care days and a 24/7 Employee & Family Assistance Program

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Opportunity to give back to some amazing causes in our community – Choose when and where to make an impact with a paid volunteer day, company volunteer opportunities, and a donation matching program

Your Responsibilities:

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Act as facilitator, building and cultivating ongoing relationships with internal and external stakeholders

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Assist in monitoring performance management objectives throughout the year. This includes assisting in the scheduling and planning of activities to ensure objectives are met

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Actively manage documentation and meetings associated with confidential initiatives. This includes creating information packets for the entire the Senior Leadership team member’s direct team or external stakeholders. This also includes working with senior level individuals at other organizations to arrange meetings or provide information on Senior Leadership team member’s behalf

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Manage calendar activities including making decisions about when to schedule or move meetings to accommodate requirements, material prep, etc.

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Manage and reconcile credit card expense statement for final submission for approval

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Arrange domestic and international travel. This includes meeting schedules, airline, transportation etc.

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Review and filter all e-mail to eliminate unnecessary information and call attention to priorities

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Maintain monthly financial statements. Review spend vs. budget to verify spend, identify trends, and make recommendations

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Prepare, research and provide documentation to process purchase orders on behalf of the Senior Leadership Team Member

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Coordinate monthly meetings for direct reports

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Complete other administrative support activities as required

Your Skills:

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Excellent planning and time management skills

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An exceptional relationship builder with excellent interpersonal skills

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Ability to multi-task and prioritize daily workload

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Experience in dealing with confidential and sensitive material

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Proven communication skills, both oral and written, are necessary

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Excellent computer skills with knowledge of the full suite of MS Office and Outlook programs (PowerPoint, Excel, Word, SharePoint)

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Ability to analyze data and develop meaningful reporting

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Effective collaborator and a team player

Your Experience:

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7-10 years of related experience in a similar administrative capacity

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Post-secondary education in Office Administration or equivalent experience is required

Irving Oil is committed to supporting a diverse and inclusive work environment. We thrive on the good energy that’screated when our people from different backgrounds, identities, cultures and experiences share their unique perspectives.Diversity is key to our success and inclusion is everyone’s responsibility.

Job Requirements - Work Experience