About this role
What You Can Expect:
• Provide confidential administrative support to the CFO and Canadian Leadership Team. • Manage complex calendars, schedule meetings, and coordinate appointments across multiple stakeholders. • Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries. • Prepare and edit correspondence, reports, presentations, meeting agendas, and other business documents. • Coordinate leadership meetings, including meeting logistics, minutes, and follow-up on action items. • Maintain organized electronic and physical filing systems while handling sensitive and confidential information with discretion. • Support expense reporting, invoice processing, and other administrative finance-related tasks as required. • Act as the primary contact for office administration matters, including coordinating with the building landlord, office vendors, and service providers. • Assist with office moves, maintenance requests, office supplies, and general workplace coordination. • Support special projects and provide administrative assistance to the Regional Shared Services team as needed. • Collaborate with internal departments and external partners to ensure efficient business operations. • Plan and organize internal and external company events, parties, and offsite meetings. • Manage event budgets, track expenses, and handle vendor contracts. • Send invitations, track RSVPs, and coordinate guest lists or seating. • Handle venue selection, food catering, and audio-visual equipment setup. • Oversee event timelines on the day of the event to ensure smooth operations. • Support the planning and coordination of an upcoming office relocation and construction project. • Coordinate with contractors, vendors, building representatives, and internal stakeholders to help keep the project on schedule.
What You Bring:
• 3+ years of experience supporting senior executives, preferably within a corporate environment. • Previous experience as an Executive Assistant, Senior Administrative Assistant, or similar role. • Experience in the transportation, freight forwarding, logistics, supply chain, or related industry is considered an asset. • Strong organizational and time management skills with the ability to manage multiple priorities simultaneously. • Exceptional attention to detail and ability to handle confidential information with professionalism and discretion. • Excellent verbal and written communication skills. • Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. • Demonstrated ability to work independently while supporting multiple stakeholders. • Strong problem-solving skills with a proactive, customer-focused approach. • Flexibility to work 3 days per week (Monday-Wednesday) during a 12-month contract, with occasional additional hours as business needs require. • Ability to commute to our Mississauga head office for 3 designated days per week. • This position requires regular work from our two Mississauga office locations.