Executive Assistant

Calendar and Email Management:

• Optimize the executive’s time by managing their calendar, prioritizing requests, and rescheduling non-essential meetings when necessary.
• Collaborate with Administration team to coordinate schedules and optimize availability.
• Manage incoming calls, direct visitors, and handle mail and email communications effectively.
• Maintain confidential and sensitive information, ensuring non-disclosure agreements are followed.

Ocean Capital Holdings Limited is a privately held company with its head office located in Saint John, NB with interests in a number of businesses, including broadcasting, construction, energy, and real-estate.  Our purpose is to grow winning businesses with great people, which contribute to better communities.  We unlock the potential of our businesses through imagination and a passion for winning, and we celebrate the uniqueness in each person.  Our focus is on excellence and accomplishment. The Company and its businesses have always been responsible corporate citizens, mindful of the communities where we operate. Ocean Capital has an opportunity for an Executive Assistant within the Corporate Operations team. Reporting to the Senior Vice President Direct Investment-President Skyline Holdings, this position will play a crucial role in ensuring seamless operations and efficient workflow within the organization. This position provides high-level administrative support to executive leaders and requires a high degree of professionalism, confidentiality, and discretion. The Executive Assistant manages day-to-day activities, including organizing and maintaining the executive's schedule, handling correspondence, information management and logistics.

Calendar and Email Management:

• Optimize the executive’s time by managing their calendar, prioritizing requests, and rescheduling non-essential meetings when necessary.
• Collaborate with Administration team to coordinate schedules and optimize availability.
• Manage incoming calls, direct visitors, and handle mail and email communications effectively.
• Maintain confidential and sensitive information, ensuring non-disclosure agreements are followed.

Document Management:

• Maintain document process flows, and other department-specific documents as required.
• Utilize business software applications to prepare correspondence, reports, presentations, agendas, and minutes.
• Manage digital documents by uploading, downloading, and maintaining files on shared platforms, ensuring accurate labeling and version control for seamless access by team members.

Project Coordination:

• Assist with project management tasks, tracking timelines, deliverables, and communicating updates.
• Coordinate and procure necessary supplies and equipment for team members and executive projects, ensuring timely and efficient order placement and delivery.
• Collaborate with cross-functional teams to support project initiatives, ensuring effective communication and cooperation.