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Executive Assistant

J.D. Irving
April 08, 2026
Full-time
On-site
Saint John, New Brunswick, Canada
Description
The Executive Assistant provides high-level administrative support to senior leadership while also assisting with training coordination and health and wellness initiatives. This role requires exceptional organization, discretion, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will play a key role in enabling effective leadership operations while supporting employee learning and wellness programs.


Responsibilities

Executive Assistant Support

  • Provide high-level administrative support to senior leadership, including calendar management, meeting coordination, travel arrangements, and expense reporting
  • Prepare meeting agendas, presentations, correspondence, and follow-up materials
  • Serve as a trusted point of contact, managing communications and priorities with professionalism and discretion
  • Support the coordination of executive meetings, events, and leadership initiatives
  • Issue purchase orders, review and reconcile invoices for the department
  • Maintain organized records, files, and documentation

Training Coordination Support

  • Coordinate logistics for internal training programs, including scheduling sessions, booking rooms, arranging meals, managing participant lists, and supporting facilitators
  • Assist with onboarding and ongoing training initiatives by tracking attendance, materials, and completion records
  • Support communication related to training sessions, reminders, and follow-ups
  • Maintain training calendars and documentation to ensure accuracy and compliance
  • Collaborate with HR, Learning & Development, and business stakeholders to support continuous improvement of training processes

Health and Wellness

  • Coordinate company wellness activities with divisional Wellness Champions
  • Develop and review communications assets for Wellness campaigns and activities
  • Support Irving Health Services Clinic activities


Qualifications
  • 2+ years of experience as an Executive Assistant, Administrative Assistant, or similar role supporting senior leaders
  • Strong organizational skills with the ability to manage multiple priorities and deadlines
  • Excellent written and verbal communication skills
  • High level of professionalism, confidentiality, and attention to detail
  • Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with Teams or SharePoint is an asset
  • Experience supporting training, onboarding, or learning initiatives is an asset, but not required
  • A proactive, solutions-oriented mindset with strong follow-through