Executive Assistant

Executive Assistant 
Saint John, New Brunswick 
Reference #JL-OCA-9536

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. Their purpose is to grow winning businesses with great people, which contribute to better communities. They unlock the potential of their businesses through imagination and a passion for winning, and they celebrate the uniqueness in each person. Their focus is on excellence and accomplishment. The company and its businesses have always been responsible corporate citizens, mindful of the communities where they operate. 

The Role 

Ocean Capital has an opportunity for an Executive Assistant at their Saint John, NB office. This position provides high‑level administrative and operational support to executive leaders and requires exceptional professionalism, judgment, confidentiality, and organizational capability. The Executive Assistant manages day‑to‑day priorities, oversees information and document management, prepares high‑quality presentation materials, and serves as a key liaison between the executive office and internal/external stakeholders. 

Duties & Responsibilities: 

• Manage the executive’s calendar by prioritizing requests, adjusting meetings, and coordinating schedules with the Administration team. 

• Serve as the primary point of contact between the executive and internal/external stakeholders to ensure clear and timely communication. 

• Manage and prioritize the executive’s correspondence, communications, and schedule with discretion and efficiency. 

• Coordinate complex scheduling, travel logistics, itineraries, and confidential communications. 

• Prepare high‑quality reports, presentations, briefing notes, agendas, and minutes using business software. 

• Develop and refine presentation content to ensure clarity, accuracy, and alignment with executive messaging. 

• Maintain document workflows, version control, and department‑specific materials to ensure accuracy and accessibility. 

• Support project management by tracking timelines, deliverables, and communicating updates to relevant stakeholders. 

• Assist with planning and coordination of board meetings, strategic off‑sites, and high‑profile corporate events. 

• Collaborate with cross‑functional teams to support project initiatives and ensure alignment with executive priorities. 

• Coordinate and procure supplies, materials, and equipment for executive and departmental needs. 

• Track and manage expenses to ensure accurate and timely reporting. 

• Exercise sound judgment in prioritizing tasks, resolving issues, and making decisions within the scope of the role. 

• Arrange executive travel in accordance with company policy and prepare detailed itineraries. 

• Provide backup support to the Administrative Executive team during absences to ensure continuity of operations. 

Qualifications & Experience: 

• Bachelor’s degree in business, finance, communications, or a related discipline. 

• 7–10 years providing high-level support to executives or boards within complex, fast-paced organizations. 

• Proficiency with MS Office tools and Adobe Acrobat. 

• Strong background in document management, version control, and workflow coordination. 

• Strong ability to create, edit, and format professional presentations and reports. 

• Ability to assess and align work priorities with the strategic goals of the executive leader. 

• Strategic mindset with an understanding of business priorities and corporate governance. 

• Strong verbal and written communication skills, with the ability to interact effectively at all organizational levels. 

• Proven ability to multitask, prioritize, and manage time effectively in a fast‑paced environment. 

• Demonstrates unwavering discretion and sound judgment when handling sensitive information. 

• Protects privacy, maintains trust, and ensures all communications and documents are managed with appropriate confidentiality. 

To express interest in this opportunity please apply online directly by clicking 'Apply Now' below. 

If you have any questions, please contact Kate Spares, Recruitment Specialist, at kspares@kbrs.ca or Jeff Lanthier, Partner, at jlanthier@kbrs.ca. If you require accommodation to participate in the recruitment process, please let us know. 

Meridia Recruitment Solutions connects leading organizations with top talent by building strong relationships and creating ideal matches with candidates because we are only successful when you are. We appreciate your interest in this opportunity. 

To learn more about Meridia Recruitment Solutions, our job opportunities, and career advice we invite you to explore our site and subscribe for career alerts.