{"id":3254112,"url":"https://alion.io/job/fonemed-executive-assistant-fonemed","title":"Executive Assistant - Fonemed","company":{"id":2221952,"name":"Fonemed","domain":"fonemed.com","url":"https://alion.io/company/fonemed-com","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"JazzHR","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["St. John's, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":29000,"max_usd":55000,"period":"year","method":"role_country_seniority_unknown","sample_n":1125},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-26T00:05:03Z","employer_posted_date":"2026-10-26","last_verified_at":"2026-11-11T04:00:26Z","board_verified":true,"closed_at":null,"days_open":16,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":16},"description":"Executive Assistant\nFONEMED | St. John's, Newfoundland and Labrador\nWe are seeking an exceptional Executive Assistant to work directly with our President & CEO and support the smooth and efficient operation of the executive office.\nWe 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.\nThis 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.\nAbove all, we are looking for someone who takes ownership, exercises good judgment, follows through, and genuinely enjoys making a difference.\nAbout the Role\nThe 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.\nThe 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.\nThis 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.\nKey Responsibilities\nExecutive Support & Priority Management\nProactively manage the CEO's calendar, appointments, meetings, and scheduling priorities.\nAnticipate upcoming commitments, deadlines, and preparation requirements.\nCoordinate meetings, agendas, briefing materials, presentations, minutes, and action items.\nManage incoming correspondence, identify priorities, and draft or prepare routine communications as appropriate.\nMonitor outstanding commitments and ensure timely follow-up with internal and external stakeholders.\nCoordinate travel arrangements, accommodations, and itineraries.\nExercise sound judgment in determining what can be handled independently and what requires the CEO's attention.\nMaintain awareness of executive priorities to ensure the CEO is well prepared for meetings, engagements, and business activities.\nOffice Administration & OperationsSupport the efficient day-to-day operation of the executive office.\nCoordinate meeting rooms, visitors, office supplies, catering, and other administrative requirements.\nMaintain organized electronic files, contact lists, records, and confidential documents.\nAssist with expense reports, invoices, purchasing, and administrative tracking.\nLiaise with internal departments to coordinate activities and resolve routine operational matters.\nIdentify opportunities to improve administrative processes, workflows, and office efficiency.\nTake ownership of everyday responsibilities, ensuring tasks are completed without unnecessary oversight.\nProactive Coordination, Risk Identification & Problem-SolvingProactively identify potential scheduling conflicts, missed deadlines, competing priorities, administrative inefficiencies, and emerging issues that may affect executive commitments or office operations.\nExercise sound judgment in assessing urgency, resolving matters independently where appropriate, and escalating significant concerns with relevant background information and recommended solutions.\nMonitor outstanding commitments, anticipate potential delays, and take appropriate action to keep priorities on track.\nIdentify opportunities to streamline processes, improve coordination, and reduce unnecessary demands on the executive leadership time.\nMaintain awareness of upcoming organizational activities, business opportunities, and executive commitments to anticipate support requirements.\nDemonstrate accountability for assigned responsibilities, ensuring tasks are completed accurately and on time.\nMeetings, Events & Stakeholder EngagementCoordinate executive meetings, client visits, government engagements, and stakeholder activities.\nProvide logistical and administrative support for conferences, corporate events, speaking engagements, and community initiatives.\nOnsite 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.\nSupport executive leadership involvement in external boards, committees, charitable organizations, and community activities.\nMaintain professional and courteous relationships with employees, clients, government representatives, business partners, and community stakeholders.\nEnsure appropriate follow-up and coordination following meetings and events.\nWhat We're Looking For\nThe ideal candidate is someone who:\nThinks ahead: Anticipates needs, recognizes priorities, and takes action without waiting to be asked.\nTakes ownership: Follows through, solves problems, and sees responsibilities through to completion.\nIs exceptionally organized: Manages competing priorities while maintaining excellent attention to detail.\nExercises sound judgment: Knows when to act independently, when to ask questions, and when to escalate concerns.\nCommunicates effectively: Demonstrates strong written and verbal communication skills and interacts professionally with people at all levels.\nIs resourceful and adaptable: Responds positively to change and finds practical solutions to unexpected challenges.\nIs personable and approachable: Builds positive working relationships and brings a friendly, professional attitude to the workplace.\nValues confidentiality: Understands the importance of discretion and trust when supporting executive leadership.\nIs comfortable rolling up their sleeves: No task is too big or too small, and takes pride in helping things run smoothly.\nIs dependable: Delivers on commitments and can be trusted to manage responsibilities with minimal supervision.\nQualifications","description_format":"text","description_chars":6139,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Education","Health Care","Telemedicine & Virtual Care"],"lifecycle":[{"event":"open","at":"2026-10-26T00:05:03Z"}],"visa":[],"liveness":{"score":71,"band":"hot","label":"Hiring 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