Executive Assistant

Are you a highly organized professional who thrives in a fast-paced environment? We are seeking an experienced Executive Assistant to support the Vice President, Supply Chain & Quality, the Vice President, Planning and the Vice President, Strategic Initiatives by ensuring the smooth coordination of executive priorities, communications, and operations.

You will excel in this role if you are proactive, detail-oriented, and adaptable, with a talent for anticipating needs, building strong relationships, and supporting leaders in achieving their strategic priorities.

Qualifications

• Post-secondary certificate or diploma in Business Administration or a related field.
• 5-8 years of experience in an Executive Assistant or senior administrative support role.
• Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, SharePoint, and Visio.
• Excellent organizational, communication, and relationship-building skills.
• Ability to manage multiple priorities with accuracy, discretion, and a strong sense of urgency.
• Proven ability to work independently and collaboratively in a professional executive office environment.

Due to the nature of work Irving Shipbuilding does, all successful applicants must meet requirements for the Canadian Controlled Goods Program (CGP), Canadian Government Security clearance, and U.S. International Traffic in Arms Regulations (ITAR).

Please note this position requires a full-time, in-office presence.

Responsibilities

• Manage complex calendars, schedules, and meeting coordination for the Vice Presidents.
• Act as a key point of contact for internal and external stakeholders.
• Monitor and manage communications, correspondence, and meeting materials.
• Prepare and edit communications for leadership meetings, Town Halls, and All Hands sessions.
• Coordinate travel arrangements and expense tracking.
• Collect and organize departmental reports for executive review.
• Facilitate contract signing processes and ensure timely execution.
• Provide general administrative and operational support to help drive organizational effectiveness.