Executive Assistant

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 organising and maintaining the executive's schedule, handling correspondence, information management and logistics.

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

• Arrange travel arrangements, adhering to company policy.
• Prepare itineraries and ensure executives are informed of travel details.
• Track and manage expenses to ensure accurate and timely reporting.

• Organise logistics for critical meetings and events, handling venue bookings, conference setups, and meeting room preparations.
• Assist with the planning and execution of company events and functions, including Board of Directors visits, staff birthdays, and celebrations.

• Maintain document process flows and other department‑specific documents as required.
• Utilise 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 labelling and version control for seamless access by team members.

• 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.

• Proactive delivery:
  Strive to exceed expectations; taking accountability for keeping own performance on track
• Rational influencing:
  Provide compelling business cases and arguments to persuade upwardly and with peers
• Supporting others:
  Building mutual support and understanding with colleagues
• High quality decision making:
  Make smart decisions weighing risk and reward to help team/department performance
• Making improvements:
  Show curiosity in seeking opportunities to make improvements; increasing efficiency, effectiveness and customer success
• Creating personal impact:
  Show confidence and positive attitude, contributing to the energy of the team
• Aligning self:
  Organise and prioritise own contribution to the goals and priorities of the team and business
• Owning your development:
  Demonstrate a strong commitment to personal learning and development

• A post‑secondary certificate, diploma or degree, preferably in Business Administration, Communications, or a related field.
• Minimum 5 years of experience in an executive assistant or…