Miawpukek Horizon - Administrative Assistant

We are currently seeking a dynamic and professional Administrative Assistant for our operational headquarters, based in St. John’s, NL, with remote support to our team in NS.

Reporting directly to senior leadership, you will be responsible for planning and overseeing all administrative tasks for our marine operations, to ensure that project goals and objectives are met and that administrative operations run smoothly and efficiently. You will streamline and maintain internal administrative processes and communications for our team and provide timely support for our exciting and innovative projects. You will be the go-to person for our team to ensure their priorities are met, organizational goals are achieved, and best practices are upheld.

Core Responsibilities

• Manage professional and personal scheduling for Executive team in NS and NL, including creation of agendas, mail, email, phone calls, client management, meeting minutes, and other company logistics.
• Provide complex calendar management, including planning, organizing, and coordinating meetings, conference calls, and events, including making appropriate logistical arrangements.
• Manage senior executives’ travel logistics and activities, including accommodations and transportation.
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of online filing system and contacts database, report writing, funding applications, communications, marketing, procurement, and presentation creation.
• Maintain professionalism and strict confidentiality with all materials internally and externally. Organize team communications and plan events, both internal and off-site.
• General office management, including scheduling board rooms, video conferences, arranging catering, expenses, maintaining office equipment, supervising, and coordinating office duties.

Required Skills and Qualifications

• 3+ years of experience in a similar capacity supporting multiple managers and team members.
• Completion of post-secondary office/business administration certification or equivalent.
• Excellent written and verbal communication skills.
• Service-oriented with sound personal and professional judgement.
• Proficient with office productivity tools (including MS Office Suite) and an aptitude for learning new software and systems.
• Ability to take initiative and problem solve.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality and discretion.
• Marine industry experience considered an asset.
• Willingness to travel on occasion, as needed.

This position is a full-time permanent role and will be based in-office Monday to Friday from 8:30-4:30 daily, with some option for flexible/hybrid work. We offer a competitive salary and benefits package which includes free on-site parking downtown.

Born from the vibrant traditions of the Miawpukek First Nation, Miawpukek Horizon Maritime Services (MHMS) stands as a shining emblem of unity. MHMS is an Indigenous-owned marine services company established in 2020 that emerged from Horizon Maritime’s recruitment and development of Indigenous seafarers, making MHMS a champion of barrier-free recruitment. By integrating Indigenous knowledge and prioritizing sustainability and innovation within our workforce and operations, we are shaping a new era in maritime services. Our Mission is to maximize Indigenous participation in Canada’s Blue Economy and our Vision is to create Canada’s most advanced Indigenous maritime services company.