Executive Assistant

Executive Assistant to the President & CEO ADMIRAL Security / ADMIRAL Investigations Atlantic Inc. 📍 Location: 85 Englehart Street, Dieppe, New Brunswick 🕒 Employment Type: Full-Time, Permanent (Monday to Friday, 40 hours per week) 🏢 Work Arrangement: In Person 💰 Salary: $50,000–$65,000 per year, based on verified qualifications and directly relevant experience 👤 Reports To: President & CEO ⭐ Position Level: Experienced Professional (This is not an entry-level position) About ADMIRAL ADMIRAL Security / ADMIRAL Investigations Atlantic Inc. is a licensed and bonded security organization delivering integrated protective services throughout Atlantic Canada. Our services include security guarding, mobile patrols, alarm response, video monitoring, investigations, healthcare security, municipal support, and technology-enabled security solutions. We are seeking an experienced, highly organized, technology-proficient, and exceptionally discreet Executive Assistant to the President & CEO. The successful candidate will serve as a trusted extension of the President & CEO and provide senior-level executive, administrative, business development, coordination, and limited personal support. Position Overview This role is responsible for protecting the President & CEO's time, maintaining complete control of executive calendar and administrative workflows, ensuring communications receive timely attention, and anticipating requirements before they become urgent. The Executive Assistant will work closely with senior leaders, employees, clients, municipalities, government and healthcare stakeholders, professional advisors, vendors, and business partners. The ideal candidate must be able to work independently, exercise sound judgment, make decisions within delegated authority, recognize when escalation is required, and maintain a reliable audit trail of commitments, approvals, correspondence, documents, and follow-up actions. Key Responsibilities Executive Calendar, Inbox & Communications Manage the President & CEO's complex calendar, meetings, travel, deadlines, and competing business and personal commitments. Maintain a minimum six-week forward planning horizon. Prevent scheduling conflicts and protect strategic work time. Manage and triage designated executive inboxes. Respond to routine matters or coordinate with stakeholders as appropriate. Escalate sensitive legal, government, municipal, media, financial, HR, and priority-client matters promptly. Draft, edit, proofread, and format executive correspondence, reports, presentations, briefing notes, agendas, and meeting materials. Communicate professionally on behalf of the President & CEO within approved protocols. Executive Briefings, Meetings & Follow-Up Prepare concise daily and weekly executive briefings. Coordinate executive meetings and prepare briefing materials. Record decisions, action items, owners, and deadlines accurately. Maintain a centralized project and follow-up tracking system. Ensure commitments and deadlines are completed and verified before closure. Follow up proactively with internal and external stakeholders. Business Development, Proposals & RFPs Support the preparation of proposals, tenders, and RFP submissions. Maintain opportunity and deadline tracking. Coordinate content contributions from Operations, Finance, HR, Marketing, IT, and other departments. Ensure submissions are complete, approved, delivered on time, and supported by a clear audit trail. Travel, Events & Stakeholder Coordination Coordinate business travel and approved personal travel, including transportation, accommodations, itineraries, confirmations, and calendar integration. Organize conferences, trade shows, speaking engagements, client events, registrations, and post-event follow-up. Serve as a liaison between the Office of the President & CEO and clients, municipalities, healthcare organizations, government representatives, business partners, and professional advisors. Attend occasional events or travel with the President & CEO when executive support is required on-site. Records, Technology & Limited Personal Support Maintain secure, organized digital records using approved standards and procedures. Utilize Microsoft 365 at an advanced level, including Copilot, Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneDrive. Develop proficiency with approved AI, automation, research, and productivity tools. Monitor approved LinkedIn communications and coordinate content with Marketing. Coordinate limited personal appointments, travel arrangements, purchases, deliveries, and service-provider scheduling with strict professionalism and discretion. Mandatory Qualifications Applicants must meet all of the following requirements: ✅ Completed Bachelor's Degree from a recognized post-secondary institution in Business Administration, Management, Communications, Public Administration, or a related field. ✅ Minimum 5 years of directly relevant professional experience supporting a President, CEO, owner, C-suite executive, senior leader, or comparable decision-maker. ✅ Demonstrated experience managing: Executive calendars Senior-level inboxes Confidential correspondence Meetings and travel Competing priorities Follow-up systems ✅ Experience producing high-quality executive correspondence, reports, briefings, and presentations. ✅ Advanced Microsoft 365 proficiency and electronic document management skills. ✅ Exceptional organization, discretion, judgment, communication skills, initiative, reliability, and attention to detail. ✅ Ability to work independently, maintain accuracy under pressure, and adapt to changing priorities. ✅ Ability to work full-time from ADMIRAL's Dieppe head office and provide occasional flexibility for executive, client, travel, event, or operational requirements. ✅ Legal eligibility to work in Canada and willingness to complete: Reference checks Criminal background screening Confidentiality documentation Preferred Qualifications Professional bilingual proficiency in English and French Experience supporting a President, CEO, owner, Board of Directors, or executive leadership team Experience in security, investigations, professional services, healthcare, government, public-sector contracting, technology, or another regulated environment Experience coordinating RFPs, proposals, executive travel, conferences, trade shows, or business development activities Experience with SharePoint, Power Automate, Power BI, CRM systems, project-tracking platforms, workflow automation, and responsible business use of AI tools Employment Conditions Compensation: $50,000–$65,000 annually, based on verified education, directly relevant experience, language proficiency, technical proficiency, and demonstrated executive-support competence. Schedule: Monday to Friday, 40 hours per week, with occasional flexibility as executive or operational priorities require. Location: In person at ADMIRAL's head office in Dieppe, New Brunswick. Probationary Period: Six months. Benefits: Eligibility for applicable medical benefits after 90 days, subject to plan terms. Conditions of Employment: Satisfactory onboarding documentation Reference checks Criminal background screening Execution of confidentiality and non-disclosure agreements Important Screening Notice ⚠️ This is not an entry-level position. A completed bachelor's degree and a minimum of five years of directly relevant executive-support experience are mandatory requirements. Applications that do not clearly demonstrate both requirements will be screened out and will not proceed to the interview stage. General reception, customer service, clerical, or office administration experience alone does not meet the executive-support requirement. Applicants should ensure their résumé clearly identifies: Degree obtained Executives supported Duration and scope of relevant positions Experience managing calendars and inboxes Executive communications Travel coordination Confidential records Proposals and RFPs Follow-up and tracking systems How to Apply Please submit a résumé and tailored cover letter through LinkedIn. Your cover letter should briefly explain how your education and directly relevant executive-support experience satisfy the mandatory requirements. Shortlisted candidates may be required to complete a practical assessment involving written communication, calendar management, prioritization, or executive briefing preparation and provide proof of education and professional references. Only candidates selected for the next stage of the process will be contacted. ADMIRAL Security / ADMIRAL Investigations Atlantic Inc. is an equal opportunity employer. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Provide high-level administrative and business support to the President & CEO, including managing complex calendars, inboxes, and executive communications. Coordinate business development activities, RFP submissions, and stakeholder relations while maintaining strict confidentiality.

Requires a Bachelor's degree in Business, Management, or a related field and at least 5 years of direct experience supporting C-suite executives. Must possess advanced Microsoft 365 proficiency and the ability to work on-site in Dieppe, New Brunswick.

• Medical Benefits

• Time managementPreferred
• OrganizationPreferred
• Microsoft 365Preferred
• Stakeholder ManagementPreferred

Identified from the job description. Confirm important requirements above.

• Executive Calendar Management
• Inbox Triage
• Executive Correspondence
• Travel Coordination
• RFP Support
• Meeting Coordination
• Microsoft 365
• Project Tracking
• Stakeholder Management
• Discretion
• Business Development Support
• Briefing Preparation
• Digital Record Management
• Time Management
• Professional Communication
• Organization

• Administrative
• Management & Leadership
• Security & Safety
• Consulting
• Government & Public Sector

Minimum education

Bachelor’s degree

Minimum experience

5+ years

Apply by

Feb 23, 2027

Posting language

English

Working hours

40 hours per week

Seniority

Not Applicable

Application method

Direct apply is available