Exciting Career Opportunity: Join BELFOR as a Corporate Executive Assistant

Why BELFOR?

BELFOR is a global leader in property restoration, helping people and businesses recover from fire, water, storm, and other disaster-related damage. With over 70 years of experience, we’re dedicated to restoring properties and rebuilding lives. Join a team that values excellence, teamwork, and your professional growth in a fast-paced, rewarding industry

Position Overview

Reporting to the President, the Corporate Executive Assistant serves as a pivotal extension of the executive office, providing comprehensive administrative and operational support to ensure executive and organizational efficiency. This position demands a proactive and highly organized professional who can manage a diverse array of administrative and operational tasks with precision and discretion. The Corporate Executive Assistant has a high level of confidentiality, ensuring policies, proprietary information and procedures are being followed and protected.

What We Offer

• Competitive compensation package
• Comprehensive health, dental, and vision benefits
• Company laptop and cellphone provided
• Paid vacation and RRSP matching program
• Employee and Family Assistance Program (EFAP)
• Leadership development and internal growth opportunities
• Industry-specific training and support

Key Responsibilities

Financial & Procurement Coordination – 35%

• Monitor and reconcile executive office expenses, manage reporting, and collaborate with finance on reimbursements, forecasting, and budget tracking.
• Handle accounts payable tasks including invoice processing, vendor liaison, and documentation management.
• Provide administrative support to the Director of Assets and Procurement with a focus on financial reporting, insurance tracking, and vehicle-related matters.
• Assist in procurement processes by preparing purchase requests, managing vendor files, and maintaining compliance with procurement policies.

Operational Support: Fleet, Events & Cross-Functional Projects – 25%

• Support coordination of the organization’s vehicle fleet including scheduling, maintenance, usage tracking, and compliance reporting.
• Manage national season ticket allocation and distribution, maintaining accurate usage tracking and alignment with guest lists.
• Provide administrative support during large loss events and catastrophic (CAT) activations, ensuring effective coordination and documentation.
• Deliver flexible support across departments within the corporate office on high-priority or time-sensitive projects and operational initiatives.

Administrative Operations & Communications – 25%

• Oversee day-to-day operations of the executive office, ensuring efficient workflow, digital filing systems, correspondence, and policy compliance.
• Plan and execute logistics for executive leadership meetings, Board of Directors sessions, and cross-functional gatherings—handling agendas, materials, and follow-up actions.
• Draft, edit, and manage confidential communications and documentation on behalf of the President with a high level of professionalism.
• Represent the executive office in communications with internal departments, board members, and external partners, ensuring accurate and timely information flow.
• Prepare polished reports, business presentations, and executive briefings in support of organizational goals.

Executive Support & Strategic Coordination – 15%

• Provide comprehensive administrative support to the President, including proactive calendar management, scheduling, and preparation for high-level meetings across time zones.
• Anticipate executive needs and prioritize engagements in alignment with strategic goals.
• Coordinate all domestic and international travel, including logistics, documentation, and contingency planning.
• Act as the primary liaison for internal and external scheduling, ensuring executive availability is optimized.

Qualifications

• 3+ years’ experience in an Administrative, Financial support role, Business Operations Associate, or similar role.
• Proven ability to manage budgets, process financial reports, and handle expense tracking.
• Strong proficiency in Microsoft Office (Excel, Outlook, PowerPoint) and Google Workspace.
• Experience with finance tools (e.g., QuickBooks, Concur, NetSuite, or similar) a plus.
• Exceptional organizational skills and the ability to multitask under pressure.
• Excellent written and verbal communication skills.
• High level of professionalism, confidentiality, and judgment.
• Bachelor’s degree in Business Administration, Finance, or related field preferred

Accessibility Statement (AODA – Ontario only):

BELFOR (Canada) Inc. is committed to providing a barrier-free work environment and will accommodate applicants with disabilities throughout the recruitment process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code.

Human Rights Statement:

BELFOR (Canada) Inc. promotes equity, diversity, and a respectful workplace. Discrimination or harassment of any kind is not tolerated. We uphold the rights of every applicant and employee, and these values extend throughout our hiring process and beyond.

We appreciate all interest in joining the BELFOR team. Only those selected for an interview will be contacted. Thank you for considering a career where your work truly matters.