Senior Administrative Assistant

Job summary

Manage calendars, meetings, travel, communications, expenses, and event planning for senior leaders in Capital Management and Project Execution. Coordinate office operations, procurement, building services, safety committee activities, and Gate Approval Committee meetings.

Job details

As a Senior Administrative Assistant, you will provide administrative support to Irving Oil's Capital Management and Project Execution teams. Your goal will be to assist the senior leadership of those teams in managing their calendars, while also supporting the overall team with procurement activities, general communication, and office building management. Your success will depend on your ability to manage several recurring and concurrent tasks, while also maintaining the flexibility to manage new requests as required, all in support of an effective capital projects organization. If you are interested in this exciting opportunity, please apply by November 2, 2026. What We Offer: Work Environment – Work onsite at our East Saint John location with access to our fitness facility Competitive Compensation – Including an annual bonus plan, and pension plan Flexible Benefits Plan – In effect from day one and offers three levels of coverage to select from to meet your unique, personal needs Paid Vacation – Plus an annual option to purchase additional vacation, too Wellness Support – With an annual wellness allowance, paid personal care days and a 24/7 Employee & Family Assistance Program Opportunity to give back to some amazing causes in our community – Choose when and where to make an impact with a paid volunteer day, company volunteer opportunities and a donation matching program Your Responsibilities: Manage calendars and meetings for the Senior Director, Capital & Materials Management and the Senior Manager Project Execution: resolve scheduling conflicts set up meetings coordinate boardrooms and catering requests event planning for larger team meetings or offsite events Assist with business travel arrangements for leaders Team announcements and managing email distribution lists P-card management and management of expenses Office coordination - purchasing office supplies, primary liaison for building maintenance staff, Irving Oil Security and janitorial staff, managing H2S monitors and the calibration station, purchasing PPE Submitting requisitions and receiving against POs in Oracle for miscellaneous project support or for consulting services Member of the Joint Health & Safety Committee representing the East Saint John School office Managing the agenda and meeting bookings for the Gate Approval Committee (GAC) Your Skills: Ability to work independently or under limited guidance and use professional judgment to complete assigned tasks Strong communication skills, both written and verbal A collaborative approach to problem solving, particularly when resolving schedule conflicts with multiple stakeholders Possess a strong willingness to learn and a continuous improvement mindset to support several work processes that may be complex Skilled in Microsoft Office applications – Outlook, Word, Excel, PowerPoint, Visio Experience with Oracle and SAP would be an asset Your Experience: 5-10 years of experience in an administrative support role Experience with working in an industrial or capital projects environment The expected salary range for this position is $55,223 - $73,170. Placement within range will be based on relevant experience, qualifications, and skills. Irving Oil is committed to supporting a diverse and inclusive work environment. We thrive on the good energy that’s created when our people from different backgrounds, identities, cultures and experiences share their unique perspectives. Diversity is key to our success and inclusion is everyone’s responsibility.​ Job Requirements - Work Experience Job Requirements - Education

What you’ll do

Manage calendars, meetings, travel, communications, expenses, and event planning for senior leaders in Capital Management and Project Execution. Coordinate office operations, procurement, building services, safety committee activities, and Gate Approval Committee meetings.

Requirements

Requires 5–10 years of administrative support experience, ideally in an industrial or capital projects environment. Candidates should have strong communication and problem-solving skills, sound independent judgment, a collaborative approach, a willingness to learn, and proficiency with Microsoft Office; Oracle and SAP experience are assets.

Benefits

• Fitness Facility Access
• Annual Bonus Plan
• Pension Plan
• Flexible Benefits Plan
• Paid Vacation
• Option to Purchase Additional Vacation
• Annual Wellness Allowance
• Paid Personal Care Days
• Employee and Family Assistance Program
• Paid Volunteer Day
• Company Volunteer Opportunities
• Donation Matching Program

Listed skills

• written communication · Preferred
• Procurement · Preferred
• Problem solving · Preferred
• Continuous Improvement · Preferred
• Microsoft Office · Preferred
• Oracle · Preferred
• SAP · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Meeting Coordination
• Business Travel Arrangements
• Written Communication
• Verbal Communication
• Schedule Conflict Resolution
• Event Planning
• Procurement
• Expense Management
• Office Coordination
• Independent Judgment
• Problem Solving
• Continuous Improvement
• Microsoft Office
• Oracle
• SAP
• Office Supply Management
• Administrative Support
• Procurement Cards
• Workplace Inclusivity
• Project Implementation
• Willingness To Learn
• Microsoft Excel
• Building Management
• Management
• Communication
• Consulting
• Continuous Improvement Process
• Oil and Gas
• Leadership
• Materials Management
• Microsoft Outlook
• Microsoft Visio
• Personal Care
• Microsoft PowerPoint
• Purchasing
• SAP Applications
• Travel Arrangements
• Scheduling
• Hydrogen Sulfide (H2S) Training
• Coordinating
• Catering Arrangements

Job areas

• Administrative
• Energy
• Management & Leadership
• Security & Safety
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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