Executive Administrative Assistant
About The Position
The Executive Administrative Assistant provides high-level administrative and operational support to senior leadership within a mining organization. This role coordinates executive schedules, manages confidential communications, supports site and corporate operations, and ensures efficient administrative processes across departments. The position often works closely with mine managers, engineering teams, safety personnel, contractors, and external stakeholders in a fast-paced industrial environment. This is primarily a full-time position, though we are open to discussing part-time possibilities.
Requirements
- High school diploma or GED required
- 3–7 years of administrative or executive assistant experience.
- Experience supporting senior executives or site management teams.
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- High attention to detail and confidentiality.
- Proficiency with: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Proficiency with: Document management systems
- Ability to work in fast-paced industrial environments.
- Strong problem-solving and time-management skills.
Nice To Haves
- Bachelor's degree in Business Administration or related discipline preferred.
- Prior experience in mining, heavy industry, construction, energy, or industrial operations preferred.
- ERP or procurement systems (preferred)
- Knowledge of mining terminology and site procedures is an asset.
Responsibilities
- Manage calendars, appointments, travel arrangements, and meeting schedules for executives and site leadership.
- Prepare correspondence, presentations, reports, meeting agendas, and minutes.
- Screen calls, emails, and visitors, prioritizing communications appropriately.
- Maintain confidential files, records, and executive documentation.
- Coordinate executive travel logistics, accommodations, and expense reporting.
- Support day-to-day administrative functions for mining operations and corporate offices.
- Assist with procurement documentation, vendor communications, and invoice processing.
- Coordinate site meetings, safety briefings, training sessions, and company events.
- Track action items, project deadlines, and operational reporting requirements.
- Maintain inventory of office and administrative supplies.
- Ensure documentation complies with company policies, mining regulations, and safety procedures.
- Assist with preparing reports related to safety, environmental compliance, production, and workforce activities.
- Maintain employee records, contractor documentation, and training certifications.
- Support audit preparation and document control processes.
- Liaise with internal departments including operations, geology, engineering, finance, HR, and health & safety.
- Coordinate communications with contractors, suppliers, regulatory agencies, and community stakeholders.
- Support onboarding activities for new employees and contractors.
- Compile operational data and generate spreadsheets, dashboards, and reports.
- Maintain databases and filing systems for operational and administrative records.
- Assist with preparation of executive summaries and monthly operational reports.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
High school or GED
