Executive Assistant

Vision33 • St. John's, NL

17d • Onsite

About The Position

We are hiring a new role of Executive Assistant for Vision33 Headquarters in St. John’s, NL. This role combines high-level executive support with day-to-day office coordination to keep our headquarters organized, welcoming, and running smoothly. As a trusted partner to our senior leaders and the go-to person for office coordination, you’ll manage priorities, communications, calendars, travel, meetings, events, and office logistics while creating a professional and positive experience for employees, clients, vendors, and partners. This is a full-time, in-office role that requires flexibility, sound judgment, professionalism, and a strong commitment to confidentiality in a fast-paced environment.

Requirements

• Bachelor’s degree or diploma, plus 1–2 years of experience in an executive assistant or operations role.
• Experience supporting senior leaders or other operations elements is a requirement.
• Advanced proficiency with Microsoft 365 and digital workplace technologies, with the ability to quickly adopt and optimize new corporate platforms such as Smartsheet, Copilot, and workflow automation tools.
• Demonstrates an interest in emerging technologies.
• Highly motivated, organized, enthusiastic, and able to manage a high volume of tasks with accuracy, urgency, and strong attention to detail.
• Excellent written and verbal communication skills, sound judgment, and a positive, customer-focused approach with employees, executives, clients, and partners.
• Able to work independently, use discretion, adapt when priorities shift, and stay calm, responsive, and solutions-focused when juggling competing needs.
• Trusted to handle sensitive information with care, notice the small details that make a big difference, and solve problems before they become roadblocks.

Nice To Haves

• A friendly, can-do attitude, professional presence, helpful approach, and excitement to take the lead on new challenges.

Responsibilities

• Provide proactive support to the President and VPs, including calendar, and email coordination, meeting support, travel arrangements, expense support, correspondence, document preparation, follow-ups, and confidential information management.
• Manage schedules, organize leadership meetings, prepare materials, coordinate room bookings and technology needs, arrange national and international travel, and support courier and facility requests.
• Keep the office well-stocked, organized, and ready for business by supporting supplies, mail, vendor coordination, corporate documentation, project support, and special requests.
• Help plan and support executive meetings, corporate events, team get-togethers, celebrations, milestone events, and holiday gatherings.
• Track action items, follow up on outstanding requests, anticipate needs, and help leaders and team members stay organized in a fast-paced, global environment.
• Work with internal and external stakeholders, apply business acumen and creative problem-solving, and support ad hoc projects and requests as needed.
• Respond to inquiries, direct requests, and provide a friendly, professional experience for employees, clients, vendors, and partners.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive