Job Description

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.