Senior Executive Assistant

at  John Ross Sons Ltd

About the Company:
We are seeking a highly organized and proactive Executive Assistant to provide high-level support to the CEO and play a vital role in our ongoing success.
John Ross & Sons is Atlantic Canada’s largest and longest-standing scrap metal recycling business, proudly serving the region for over 70 years. As a fourth-generation, family-owned company, we have grown to operate 13 locations across Atlantic Canada, maintaining our reputation as a trusted leader in the international metal market.
Recognized as a leader in the global metal markets, John Ross & Sons was honored as a nominee for the International Business of the Year award at the 2015 Halifax Business Awards. Our success is built on developing and maintaining strong, long-term relationships with buyers and sellers worldwide. Join our team and become part of a company driven by innovation, reliability, and a commitment to excellence.

Responsibilities:

• Executive Support: Act as the primary point of contact for internal and external stakeholders, including executives, clients, board members, and business partners, representing the CEO with professionalism and discretion.
• Calendar Management: Oversee the CEO’s schedule, appointments, and meetings to ensure efficient time management and prioritization of critical tasks.
• Travel Coordination: Arrange complex travel plans, including flights, accommodations, ground transportation, and itineraries, and ensure timely processing of expense reports and reimbursements.
• Communication Management: Handle correspondence across multiple email accounts and manage incoming communications (emails, calls, and mail), screening and prioritizing as necessary. Respond or delegate responses on behalf of the CEO to ensure timely and effective communication.
• Document Preparation: Draft, edit, and proofread correspondence, presentations, reports, and other documents, ensuring accuracy and alignment with the company’s objectives.
• Meeting Preparation: Plan and organize meetings, events, and conferences attended by the CEO, including preparation of agendas, minutes, and follow-up actions. Ensure all materials and briefings are ready in advance.
• Project Support: Conduct research, analyze data, and compile reports to support decision-making, strategic planning, and ongoing projects. Track progress and ensure deadlines are met.
• Process Improvement: Identify opportunities to improve workflows, administrative processes, and overall efficiency in the CEO’s office.
• Confidentiality: Maintain a high level of discretion and professionalism when handling sensitive information and confidential matters.
• Proactive Problem Solving: Anticipate the needs of the CEO and proactively address issues or concerns to ensure seamless operations.
• Stakeholder Engagement: Assist in building and maintaining relationships with key stakeholders, both internally and externally, on behalf of the CEO.
• Team Collaboration: Serve as a liaison between the CEO and other executives, department leaders, and employees to foster collaboration and alignment.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Experience: Minimum of 5 years of experience as an Executive Assistant or in a similar role supporting C-level executives, preferably in a fast-paced or high-growth company environment.
• Technology Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
• Communication: Exceptional verbal and written communication skills with the ability to professionally interact with diverse audiences, including senior executives, clients, and stakeholders.
• Organizational Skills: Outstanding organizational and time management abilities, with a proven track record of managing multiple priorities and meeting deadlines under pressure.
• Attention to Detail: Meticulous attention to detail and a commitment to delivering high-quality work.
• Problem Solving: Strong analytical and problem-solving skills, with the ability to anticipate challenges and propose solutions.
• Adaptability: Flexibility to adapt to changing priorities, manage ambiguity, and remain calm under pressure.
• Professionalism: Discretion, integrity, and professionalism when dealing with confidential information.
• Initiative: Proactive approach to tasks, with the ability to work independently and take ownership of responsibilities.
• Availability: Willingness to occasionally work outside of regular hours to accommodate the needs of a busy CEO.

Why Join Us?

• Be part of a fast-growing company with a strong vision for the future.
• Collaborate with a dynamic and driven executive team.
• Take on a challenging and rewarding role with opportunities for professional growth.
• Enjoy a competitive compensation package with benefits and supportive work environment.

If you thrive in a fast-paced environment, excel at managing competing priorities, and enjoy making a meaningful impact, we’d love to hear from you!
Applicants must be authorized to work for any employer in Nova Scotia. We are unable to sponsor or take over sponsorship of an employment Visa at this time.*

• Executive Support: Act as the primary point of contact for internal and external stakeholders, including executives, clients, board members, and business partners, representing the CEO with professionalism and discretion.
• Calendar Management: Oversee the CEO’s schedule, appointments, and meetings to ensure efficient time management and prioritization of critical tasks.
• Travel Coordination: Arrange complex travel plans, including flights, accommodations, ground transportation, and itineraries, and ensure timely processing of expense reports and reimbursements.
• Communication Management: Handle correspondence across multiple email accounts and manage incoming communications (emails, calls, and mail), screening and prioritizing as necessary. Respond or delegate responses on behalf of the CEO to ensure timely and effective communication.
• Document Preparation: Draft, edit, and proofread correspondence, presentations, reports, and other documents, ensuring accuracy and alignment with the company’s objectives.
• Meeting Preparation: Plan and organize meetings, events, and conferences attended by the CEO, including preparation of agendas, minutes, and follow-up actions. Ensure all materials and briefings are ready in advance.
• Project Support: Conduct research, analyze data, and compile reports to support decision-making, strategic planning, and ongoing projects. Track progress and ensure deadlines are met.
• Process Improvement: Identify opportunities to improve workflows, administrative processes, and overall efficiency in the CEO’s office.
• Confidentiality: Maintain a high level of discretion and professionalism when handling sensitive information and confidential matters.
• Proactive Problem Solving: Anticipate the needs of the CEO and proactively address issues or concerns to ensure seamless operations.
• Stakeholder Engagement: Assist in building and maintaining relationships with key stakeholders, both internally and externally, on behalf of the CEO.
• Team Collaboration: Serve as a liaison between the CEO and other executives, department leaders, and employees to foster collaboration and alignment