Executive Assistant - Fonemed

Executive Assistant

FONEMED | St. John's, Newfoundland and Labrador

We are seeking an exceptional Executive Assistant to work directly with our President & CEO and support the smooth and efficient operation of the executive office.

We are looking for someone who is highly organized, resourceful, personable, and proactive. Someone who enjoys making things happen, takes pride in getting the details right, and has a natural ability to anticipate what needs to be done before being asked.

This is a varied, hands-on role for someone who thrives in a busy environment, enjoys working with people, and is equally comfortable coordinating an important executive meeting, preparing correspondence, following up on business priorities, or handling everyday office responsibilities.

Above all, we are looking for someone who takes ownership, exercises good judgment, follows through, and genuinely enjoys making a difference.

About the Role

The Executive Assistant will provide comprehensive executive, administrative, and operational coordination support to protect the CEO's time, maintain focus on business priorities, and keep commitments moving forward.

The successful candidate will play an important role in managing the executive leadership schedule, organizing priorities, coordinating activities, supporting business operations, and ensuring commitments are followed through.

This individual will be a trusted and dependable member of the executive office, capable of working independently, managing competing demands, maintaining confidentiality, and anticipating needs in a fast-paced and evolving business environment.

Key Responsibilities

Executive Support & Priority Management

• Proactively manage the CEO's calendar, appointments, meetings, and scheduling priorities.
• Anticipate upcoming commitments, deadlines, and preparation requirements.
• Coordinate meetings, agendas, briefing materials, presentations, minutes, and action items.
• Manage incoming correspondence, identify priorities, and draft or prepare routine communications as appropriate.
• Monitor outstanding commitments and ensure timely follow-up with internal and external stakeholders.
• Coordinate travel arrangements, accommodations, and itineraries.
• Exercise sound judgment in determining what can be handled independently and what requires the CEO's attention.
• Maintain awareness of executive priorities to ensure the CEO is well prepared for meetings, engagements, and business activities.

• Support the efficient day-to-day operation of the executive office.
• Coordinate meeting rooms, visitors, office supplies, catering, and other administrative requirements.
• Maintain organized electronic files, contact lists, records, and confidential documents.
• Assist with expense reports, invoices, purchasing, and administrative tracking.
• Liaise with internal departments to coordinate activities and resolve routine operational matters.
• Identify opportunities to improve administrative processes, workflows, and office efficiency.
• Take ownership of everyday responsibilities, ensuring tasks are completed without unnecessary oversight.

• Proactively identify potential scheduling conflicts, missed deadlines, competing priorities, administrative inefficiencies, and emerging issues that may affect executive commitments or office operations.
• Exercise sound judgment in assessing urgency, resolving matters independently where appropriate, and escalating significant concerns with relevant background information and recommended solutions.
• Monitor outstanding commitments, anticipate potential delays, and take appropriate action to keep priorities on track.
• Identify opportunities to streamline processes, improve coordination, and reduce unnecessary demands on the executive leadership time.
• Maintain awareness of upcoming organizational activities, business opportunities, and executive commitments to anticipate support requirements.
• Demonstrate accountability for assigned responsibilities, ensuring tasks are completed accurately and on time.

• Coordinate executive meetings, client visits, government engagements, and stakeholder activities.
• Provide logistical and administrative support for conferences, corporate events, speaking engagements, and community initiatives.
• Onsite presence required at both internal and external events to delivery materials, complete setup, take down, and support in real time coordination to ensure events run smoothly.
• Support executive leadership involvement in external boards, committees, charitable organizations, and community activities.
• Maintain professional and courteous relationships with employees, clients, government representatives, business partners, and community stakeholders.
• Ensure appropriate follow-up and coordination following meetings and events.

What We're Looking For

The ideal candidate is someone who:

• Thinks ahead: Anticipates needs, recognizes priorities, and takes action without waiting to be asked.
• Takes ownership: Follows through, solves problems, and sees responsibilities through to completion.
• Is exceptionally organized: Manages competing priorities while maintaining excellent attention to detail.
• Exercises sound judgment: Knows when to act independently, when to ask questions, and when to escalate concerns.
• Communicates effectively: Demonstrates strong written and verbal communication skills and interacts professionally with people at all levels.
• Is resourceful and adaptable: Responds positively to change and finds practical solutions to unexpected challenges.
• Is personable and approachable: Builds positive working relationships and brings a friendly, professional attitude to the workplace.
• Values confidentiality: Understands the importance of discretion and trust when supporting executive leadership.
• Is comfortable rolling up their sleeves: No task is too big or too small, and takes pride in helping things run smoothly.
• Is dependable: Delivers on commitments and can be trusted to manage responsibilities with minimal supervision.

Qualifications