Executive Assistant – 1-Year Contract, Part-Time (Monday-Wednesday)

Job summary

Provide comprehensive administrative support to the CFO and leadership team, including calendar management, travel arrangements, and document preparation. Coordinate office operations, event planning, and support the logistics of an upcoming office relocation project.

Job details

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.

What you’ll do

Provide comprehensive administrative support to the CFO and leadership team, including calendar management, travel arrangements, and document preparation. Coordinate office operations, event planning, and support the logistics of an upcoming office relocation project.

Requirements

Requires 3+ years of experience in an executive or senior administrative role, preferably within the logistics or supply chain industry. Candidates must be proficient in Microsoft Office and possess strong organizational, communication, and problem-solving skills.

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• document preparation · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Office Administration · Preferred
• Communication Skills · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Calendar management
• Travel coordination
• Document preparation
• Meeting logistics
• Expense reporting
• Invoice processing
• Office administration
• Event planning
• Project coordination
• Microsoft Office Suite
• Time management
• Communication skills
• Problem-solving
• Confidentiality
• Attention to detail
• Office Supply Management
• Administrative Support
• Office Administration
• Supply Chain
• Professionalism
• Business Operations
• Expense Reports
• Vendor Contracts
• Planning
• Microsoft Excel
• Customer Service
• Communication
• Finance
• Freight Forwarding
• Leadership
• Invoicing
• Problem Solving
• Microsoft Outlook
• Microsoft Office
• Operations
• Microsoft PowerPoint
• Presentations
• Time Management
• Timelines
• Coordinating
• Filing
• Detail Oriented

Job areas

• Administrative
• Logistics
• Transportation
• Management & Leadership
• Finance & Accounting
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants