110 Executive Assistant jobs in Canada

Manulife is seeking a dedicated Executive Assistant to provide comprehensive support to the Global Chief Compliance Officer, Global Chief Privacy Officer and Global Chief Ethics Officer.
This position is responsible for delivering administrative and operational support, requiring effective collaboration with members of the Global Compliance team and Executive Assistants supporting leaders across related functional and business groups, including the Executive Leadership Team.
This position is based in Toronto and reports to the Global Chief Compliance Officer.
**Position Responsibilities:**
You will provide comprehensive administrative support, including:
+ Coordinating complex scheduling and calendar management, often within a dynamic environment.
+ Drafting, reviewing, and sending routine and other communications as required.
+ Organizing and preparing for meetings, including gathering documents and managing meeting logistics. This includes virtual and on-site meetings, townhalls, as well as the organization of periodic Senior Compliance Leadership team meetings.
+ Serving as a primary point of contact and prioritizing matters requiring attention when necessary.
+ Arranging travel and accommodation.
+ Preparing, reconciling, and submitting expense reports.
+ Facilitating team communications and event planning; assisting with preparation and distribution of meeting agendas and materials.
+ Acting as a department records specialist for Global Compliance.
+ Administration, management, and monitoring of systems and records access, including the management of departmental and functional SharePoint sites.
+ Providing administrative assistance to related Compliance team members as needed.
+ Preparing documents, reports, presentations, tables, and charts and assist with the generation of periodic and ad hoc regulatory and management reporting.
+ Overseeing office supplies and equipment maintenance.
**Additional Responsibilities:**
+ Draft documentation under the direction of the Global Chief Compliance Officer, Global Chief Privacy Officer and Global Chief Ethics Officer as required.
+ Prepare legislative summaries and other briefing outlines when necessary.
+ Provide support in managing regulatory reporting such as overseeing deadlines and outstanding issues.
+ Providing administrative support for Compliance training, including monitoring of completion, as required.
**Required Qualifications:**
+ Ability to work effectively as part of a team and build productive relationships across Manulife
+ Resourcefulness, adaptability to changes, and readiness to take on new assignments
+ Strong problem-solving and analytical abilities
+ Sound judgment, with the capacity to prioritize tasks, work independently, and show initiative
+ Proficient communication, editing, and proofreading skills
+ Effective organizational and time management capabilities
+ Proficiency in MS Office applications and a willingness to learn new software as needed
+ Utilizing knowledge of company and departmental operations to answer routine inquiries.
+ Maintaining confidential and sensitive information with discretion.
+ Ability and interest to learn and leverage emerging technologies and approved AI tools
+ Previous experience as an executive assistant or in a similar role is preferred
**_When you join our team:_**
+ We'll empower you to learn and grow the career you want.
+ We'll recognize and support you in a flexible environment where well-being and inclusion are more than just words.
+ As part of our global team, we'll support you in shaping the future you want to see.
#LI-Hybrid
**Acerca de Manulife y John Hancock**
Manulife Financial Corporation es un importante proveedor internacional de servicios financieros que ayuda a las personas a tomar decisiones de una manera más fácil y a vivir mejor. Para obtener más información acerca de nosotros, visite .
**Manulife es un empleador que ofrece igualdad de oportunidades**
En Manulife/John Hancock, valoramos nuestra diversidad. Nos esforzamos por atraer, formar y retener una fuerza laboral tan diversa como los clientes a los que prestamos servicios, y para fomentar un entorno laboral inclusivo en el que se aprovechen las fortalezas de las culturas y las personas. Estamos comprometidos con la equidad en las contrataciones, la retención de talento, el ascenso y la remuneración, y administramos todas nuestras prácticas y programas sin discriminación por motivos de raza, ascendencia, lugar de origen, color, origen étnico, ciudadanía, religión o creencias religiosas, credo, sexo (incluyendo el embarazo y las afecciones relacionadas con este), orientación sexual, características genéticas, condición de veterano, identidad de género, expresión de género, edad, estado civil, estatus familiar, discapacidad, o cualquier otro aspecto protegido por la ley vigente.
Nuestra prioridad es eliminar las barreras para garantizar la igualdad de acceso al empleo. Un representante de Recursos Humanos trabajará con los solicitantes que requieran una adaptación razonable durante el proceso de solicitud. Toda la información que se haya compartido durante el proceso de solicitud de adaptación se almacenará y utilizará de manera congruente con las leyes y las políticas de Manulife/John Hancock correspondientes. Para solicitar una adaptación razonable en el proceso de solicitud, envíenos un mensaje a .
**Referenced Salary Location**
Toronto, Ontario
**Modalidades de Trabajo**
Híbrido
**Salary range is expected to be between**
$53,775.00 CAD - $89,625.00 CAD
Si se está postulando para este puesto fuera de la ubicación principal, póngase en contacto con para conocer el rango salarial de su ubicación. El salario real variará según las condiciones locales del mercado, la geografía y los factores relacionados con el trabajo pertinentes, como conocimiento, habilidades, calificaciones, experiencia y educación/capacitación. Los empleados también tienen la oportunidad de participar en programas de incentivos y obtener una compensación de incentivos vinculada al desempeño comercial e individual.
Manulife ofrece a los empleados aptos una amplia variedad de beneficios personalizables, entre ellos, beneficios de salud, odontológicos, de salud mental, oftalmológicos, por discapacidad a corto y a largo plazo, cobertura de seguro de vida y por muerte accidental y desmembramiento, adopción/subrogación y bienestar, y planes de asistencia al empleado/familiar. También ofrecemos a los empleados admisibles varios planes de ahorro para la jubilación (incluidos planes de pensiones y un plan mundial de propiedad de acciones con contribuciones equivalentes del empleador) y recursos de asesoramiento y educación financiera. Nuestro generoso programa de tiempo libre remunerado en Canadá incluye feriados, vacaciones, días personales y días por enfermedad, y ofrecemos la gama completa de ausencia laboral reglamentaria. Si se está postulando para este puesto en los EE. UU., póngase en contacto con para obtener más información sobre las disposiciones relativas al tiempo libre remunerado específicas de EE. UU.

Job Description
Position Overview
We are seeking a highly organized and detail-oriented Executive Assistant with strong bookkeeping skills and experience working with Oracle NetSuite. This role is ideal for someone who can manage tasks independently, solve problems proactively, and provide seamless support to senior management.
The Executive Assistant will play a critical role in organizing schedules, coordinating travel, preparing financial and operational reports, and ensuring logistics run smoothly.
Key Responsibilities
· Provide direct support to senior management with scheduling, correspondence, and travel arrangements (including flights).
· Prepare and organize financial and operational reports using Oracle NetSuite and other tools.
· Assist with bookkeeping functions, including reconciliations, reporting, and general accounting tasks.
· Support logistics planning for field operations.
· Maintain and organize company files, contracts, and documentation.
· Anticipate needs, solve problems proactively, and act with a high degree of independence.
We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: and Requirements
· Minimum 3+ years of administrative or executive assistant experience, preferably in a private company environment.
· Strong bookkeeping background and proficiency with Oracle NetSuite is required.
· Excellent organizational skills and the ability to multitask effectively.
· Strong written and verbal communication skills.
· High level of discretion, professionalism, and attention to detail.
· Must be based in the Calgary, Alberta area (majority of work will be done remotely).

Kelly's customer, located in downtown Toronto, ON, are seeking a highly skilled Executive Assistant with excellent administrative, organizational, and computer skills to support their finance team. The ideal candidate is proficient in Microsoft Office programs, including Outlook (calendar and contacts), Word, Excel, and PowerPoint, and has familiarity with Microsoft Teams and Planner Tasks. This role requires exceptional communication skills, the ability to work independently, and strong multi-tasking abilities.
**Responsibilities:**
+ Manage multiple calendars, scheduling meetings, and coordinating appointments.
+ Make travel arrangements, including itineraries and bookings.
+ Assist with various administrative tasks to support team operations and transitional projects.
+ Prepare presentations, documents, and reports on Microsoft Office programs.
+ Collaborate with team members to ensure smooth office operations and provide support as needed.
+ Maintain confidentiality and handle sensitive information with discretion.
**Requirements:**
+ Strong proficiency in Microsoft Office Suite: Outlook, Word, Excel, PowerPoint.
+ Knowledge of Microsoft Teams and Planner Tasks is highly desirable.
+ Exceptional organizational and time-management skills.
+ Excellent written and verbal communication skills.
+ Ability to work quickly, independently, and manage multiple priorities.
+ Team-oriented mindset with flexibility to assist with varied administrative tasks.
**Perks**
+ Contract basis through to May, with the potential to become permanent with benefits
+ Pay rate while on contract ranges from $33.00 per hour
+ Work in a dynamic work environment
If you're looking for an opportunity where you can be your best self and join a fantastic team, look no further and apply today!
**Why Kelly®?**
As a worker today, it's up to you to take charge of your career and look for opportunities to learn, grow and achieve your potential. Helping you find what's next is what we're all about. We know what's going on in the evolving world of work-just ask the nearly 500,000 people we employ each year. Connecting with us means getting the support, guidance and opportunities needed to take your career where you may have never imagined.
**About Kelly®**
At Kelly, we're always thinking about what's next and advising job seekers on new ways of working to reach their full potential. In fact, we're a leading advocate for temporary/non-traditional workstyles, because we believe they allow flexibility and tremendous growth opportunities that enable a better way to work and live. Connecting great people with great companies is what we do best, and our employment opportunities span a wide variety of workstyles, skill levels and industries around the world.
+ Kelly is an equal opportunity employer committed to employing a diverse workforce and providing accommodation for people with disabilities in all parts of the hiring process as required under its Employment Accommodation Policy. Kelly will work with applicants to meet accommodation needs that are made known to Kelly in advance.
As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here ( for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.
Get a complete career fit with Kelly ® .
You're looking to keep your career moving onward and upward, and we're here to help you do just that. Our staffing experts connect you with top companies for opportunities where you can learn, grow, and thrive. Jobs that fit your skills and experience, and most importantly, fit right on your path of where you want to go in your career.
About Kelly
Work changes everything. And at Kelly, we're obsessed with where it can take you. To us, it's about more than simply accepting your next job opportunity. It's the fuel that powers every next step of your life. It's the ripple effect that changes and improves everything for your family, your community, and the world. Which is why, here at Kelly, we are dedicated to providing you with limitless opportunities to enrich your life-just ask the 300,000 people we employ each year.
Kelly is committed to providing a workplace environment that is inclusive and respects the dignity of those in our workforce. Consistent with that commitment, Kelly will ensure that persons who are otherwise able to work are not unfairly excluded from doing so based upon any grounds protected by applicable human rights legislation, and will make all reasonable efforts to accommodate the needs of applicants and employees in all employment processes including but not limited to, hiring, advancement, discharge, compensation, or training.

**Position Summary:**
The Executive Assistant will provide confidential administrative support services to multiple C-Level executive leaders.


**Key Accountabilities:**

- Manage the calendar of the Executives including arranging and coordinating appointments, meetings and conference calls and managing conflicting demands and changes to schedule.
- Compose and prepare correspondence that is confidential in nature.
- Prepare, edit and format documents including, but not limited to correspondence, reports, presentations and agreements in a timely and accurate manner.
- Prepare and process monthly invoices and expense reports for the Executives.
- Organize and maintain filing system by ensuring all materials are securely filed on a timely and accurate basis
- Manage complex travel arrangements including coordinating travel plans, itineraries and agendas for the Executives and team.
- Anticipate issues and initiate appropriate action to ensure the most effective use of the Executive’s time.
- Plan and coordinate regular team meetings and annual conferences, including (but not limited to) attending the meetings, taking minutes preparing meeting materials and other related tasks.
- Other responsibilities as assigned.

**Requirements:**

- Post-secondary education along with 5+ years of experience supporting C-level executives.
- Proficiency in MS Office (Word, Outlook, Excel, Power Point)
- Demonstrated experience in organizing complex travel arrangements
- Ability to take initiative and work independently with little supervision/direction and to manage changing priorities
- Ability to handle and maintain confidentiality when dealing with highly sensitive information.
- Excellent ability to communicate effectively, both oral and written form
- Excellent organizational skills; ability to manage conflicting priorities and solve problems.
- Strong interpersonal skills with the ability to build effective working relationships with all levels of an organization and external stakeholders
- On-site role, 5 days/week in office.

#SMARK


Sofina Foods Inc. is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). Applicants are asked to make their needs/requirements, for the purpose of accommodation under AODA, known to Human Resources when they are contacted for an interview.

Job Description

Job Description

Salary:

Are you a proactive, detail-oriented professional with a passion for providing high-level administrative support? Mikisew Group LP is seeking an Executive Assistant to join our Corporate team in Enoch, AB. This role offers the opportunity to support our CEO and Executive Management Team (EMT) in a fast-paced, dynamic environment.

About the Role

As the Executive Assistant, you will play a key role in ensuring smooth operations and efficient communication across the organization. This position requires a highly organized individual with exceptional interpersonal skills and the ability to handle confidential information with discretion.

Key Responsibilities

Administrative Support:

• Oversee office operations, including document control and filing systems.
• Manage business travel arrangements and maintain office supply inventories.

Communication:

• Serve as the primary liaison for the CEO and EMT, handling internal and external communications.
• Organize meetings, prepare agendas, and draft Corporate Board Minutes.

Team Coordination:

• Supervise receptionist and clerical functions.
• Ensure policy compliance and coordinate team events, such as lunches or celebrations.

Travel & Logistics:

• Arrange executive and corporate travel
• Coordinate board member travel and other meeting requirements.

Project Coordination:

• Manage executive-level projects, tracking timelines and deliverables.
• Support planning and execution of special initiatives, such as board meetings and corporate events.

Office Management:

• Oversee company properties and office space management.
• Provide logistical support for visiting senior management.

Paralegal Support:

• Prepare legal documents, contracts, and corporate governance materials.
• Assist with compliance tasks and regulatory filings.
• Maintain and organize legal records.

Vendor & Budget Management:

• Negotiate with vendors for office supplies and travel services.
• Track and manage executive travel and office-related budgets.

What Were Looking For

Experience:

• 7+ years of administrative support experience, including 2+ years supporting senior management.
• Proven success in a complex organizational environment.
• Paralegal experience is an asset.

Skills:

• Strong verbal and written communication skills.
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word).
• Exceptional attention to detail and ability to thrive under pressure.
• Strong organizational and interpersonal skills.
• Discretion and professionalism in handling confidential matters.
• Collaborative team player who works effectively across departments.

Education:

• Office Administration Diploma or equivalent experience, preferably as an Executive Assistant.
• Paralegal certification or relevant legal training is preferred.

What We Offer

• Competitive salary and benefits package.
• A dynamic, supportive team environment.
• Opportunities for professional growth and development.

Working Conditions

• This role is based in our corporate office in Enoch, AB.
• Occasional travel and overtime may be required

About Mikisew Group

Mikisew Group is a leading Oilsands partner specializing in site services, maintenance, logistics and construction. We foster the responsible development of our lands resources while powering sustainable economic progress in our communities and beyond.

Since 2021, Mikisew Group has been recognized for overall business performance and sustained growth with the prestigious Canadas Best Managed Companies designation.

The Best Managed program award recipients are among the best in class of Canadian-owned and managed companies with revenues more than $25 million, demonstrating leadership in the areas of strategy, capabilities and innovation, culture and commitment, and financials to achieve sustainable growth.

Job Description

Job Description

Location: Calgary – Hybrid (3 days per week in-office)

Reports to: Manager II, Workplace Operations

Company Overview:

Liberty Mutual Canada is the Canadian operation of Liberty Mutual Insurance Company. We offer a broad suite of commercial insurance products and solutions to mid-size and large Canadian companies with Canadian, North American and/or multinational risks. Liberty Mutual Canada has over 300 employees and services its clients coast-to-coast from our regional offices in Vancouver, Calgary, Toronto, Montreal and Halifax.

At Liberty Mutual Canada, diversity is about all of us. Our promise to you is a culture that is collaborative, rewarding and empowering. We are committed to attracting and retaining employees across all dimensions of diversity and believe that recognizing, appreciating, and applying the unique insights, perspectives and backgrounds of each person cultivates an atmosphere of trust and respect. At Liberty Mutual Canada, our values are to foster a high-performing, equitable and inclusive culture where the best talent of all backgrounds can bring their whole selves to work and succeed.

If you are unsure whether or not your experience matches every requirement below, we encourage you to apply anyway. We are looking for varied and diverse perspectives and experiences that we can add to our team!

Our core values guide all of our decision-making and come to life through our benefits and employee programs. We offer:

- A premier flexible work environment (a combination of on-site & remote work) supporting our employees in their pursuit of a healthy work-life balance

- Competitive health & dental benefits plan

- Market-leading pension plan

- Competitive time off policy

- External education & tuition reimbursement programs

- Employee & Family Assistance Programs

- An opportunity to get involved and become a member of one of our national employee committees – social responsibility, employee engagement, diversity, equity & inclusion

The Opportunity:
Join the Liberty team as an Executive Assistant supporting executives by managing calendars, coordinating meetings and events, and handling travel and expense logistics. You’ll play a vital role in streamlining communications, preparing presentations, and supporting onboarding and recognition initiatives. This is a great opportunity to contribute to a dynamic work environment while showcasing your organizational and multitasking skills.

Duties and Responsibilities:

• Manage and maintain calendars, including scheduling and coordinating meetings for multiple executives.
• Coordinate logistics for meetings, events, and executive travel arrangements.
• Prepare and process expense reports and invoices for aligned executives.
• Draft, proofread, and manage communications to ensure clarity and professionalism.
• Create and update PowerPoint presentations, meeting agendas, and related documents.
• Organize office space and parking reservations as needed.
• Arrange catering services for meetings and events.
• Procure office equipment and supplies to support executive needs.
• Create and maintain digital resources such as OneNote notebooks, Teams sites, and distribution lists.
• Support recognition initiatives, including ordering flowers and gifts for special occasions
• Assist with onboarding processes for executives, ensuring smooth transitions.
• Develop and manage surveys for feedback and engagement purposes.
• Serve as a liaison to support workplace operations and IT on an as-needed basis.
• Other duties as may be assigned.

Skills & Qualifications:

• 3-5+ years of relevant administrative experience, and including prior experience providing support at the executive level.
• Knowledge of administrative procedures, software applications (such as Microsoft Office: Word, Excel, PowerPoint, etc.), records management systems, and other business procedures and terminology. Experience with Microsoft Teams or Slack would be an asset.
• Excellent organizational skills, time management skills and attention to detail, including the ability to anticipate needs and being proactive.
• A high level of integrity and discretion in handling confidential information as well as professionalism in dealing with senior executives internally and externally is critical.
• The ideal candidate will be detail oriented, experienced planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility, composure and professionalism.

Liberty Mutual Canada is committed to fostering an inclusive, accessible environment where all employees feel valued and supported. We are committed to building a workforce that is representative of the communities we operate in and serve. If you require an accommodation for the recruitment/interview process due to a disability (which may be invisible or visible, temporary or permanent), please let us know and we will work with you to meet your needs.

Job Description

Job Description

Durward Jones Barkwell is one of the largest public accounting firms in the Niagara/Hamilton/Halton region with offices spanning from Burlington to St. Catharines. The firm was founded in 1940 and features a dynamic group of professionals. "Big enough to know, small enough to care." At DJB, these are the words we live by. We value our clients and taking care of their unique needs is what drives our business. As part of our team, you will realize that to us nothing is trivial. We have the experience to handle any situation from complex mergers and acquisitions to assisting new entrepreneurs through the many facets of starting a small business. We do all this while remaining personally involved with our clients and the communities where we work and live. As one of Hamilton-Niagara’s Top Employers for 2025 and one of Canada's Top Small & Medium Employers for 2025, we lead in offering our employees an exceptional place to work. We provide all our employees: * Competitive compensation and benefits package * Flexible work-life balance and summer hours * Professional development, learning, and growth support * A dynamic team of employees who desire to see everyone succeed! Our Hamilton offices have an immediate opening for a full-time Executive Assistant. Reporting to Partners, you will be responsible for: * Providing high-level administrative support to Partners, managing calendars, travel, emails, calls, and meeting coordination * Serving as a key point of contact between Partners, team members, clients, and external stakeholders * Drafting and formatting client communications, presentations, reports, and other documents * Assisting with client service tasks such as billing, collections follow-ups, tracking deliverables, and setting up new clients * Preparing expense reports and supporting basic bookkeeping and administrative tracking * Coordinating logistics for meetings, conferences, and special events (including reservations and registrations) * Managing office tasks such as document handling, ordering supplies, arranging gifts, and coordinating deliveries * Providing backup support to the office admin team and assist with ad hoc projects as needed * Performing other related duties and special projects as assigned or outlined in the full job description The successful candidate will have: * Post-secondary education in Office Administration or equivalent is preferred * 3-5 years in an Administrative role reporting directly to upper management * Experience as an Executive Assistant, Personal Assistant, or a similar role an asset * Public Accounting or previous experience working in a Partnership and/or professional services firm considered an asset * Exceptional time-management skills and the ability to organize and coordinate multiple projects at once * Proven ability to meet tight deadlines in a fast-paced and quickly changing environment * Extensive knowledge of Microsoft Office, including Outlook, Word, Excel and PowerPoint * Effective listening skills; professional level of verbal and written communication skills * Excellent judgement, and a proactive approach to problem-solving and strong decision-making * High degree of discretion and confidentiality If you are a confident, dedicated, and hardworking professional who is motivated to achieve high standards of quality service and value to clients, we would love to hear from you! We appreciate all who express interest; however, only those selected for an interview will be contacted. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, DJB will provide accommodations to applicants with disabilities throughout the recruitment, selection and/or assessment process. Please inform Human Resources of the nature of any accommodation(s) that you may require.

Job Description

Job Description

RSL’S story:
Refrigerative Supply Limited is a family business owned by Alison Hamilton and Linda Gibbs. The business was founded by Peter Gibbs' and Alison Hamilton's parents, Jack and Elizabeth Gibbs. In 1949 they acquired the four-year-old Vancouver branch of an American-based company. From this modest beginning, the Company now has a Head Office in Burnaby, Nineteen Branches and Four Distribution Centers. We are committed to remaining a family business and are proud to have the third generation working in the business. The company's mantra is to ‘inspire excellence and trust’ by providing creative solutions and unrivalled experiences, in-store and online, that make RSL the choice for customers, suppliers, and employees at every location. For more information, please visit:

RSL Mission
Our purpose is to provide the highest quality HVAC and Refrigeration experience in Canada.

RSL Vision
To be the environment that inspires excellence and trust within our community.

RSL Values
Gracious, Collaborative, Courageous, Innovative, Community Focused and Exceptional Experience

Great Place to Work
At RSL, we pride ourselves on fostering a dynamic and inclusive workplace culture. Our commitment to excellence and employee satisfaction has been recognized with the prestigious “Great Place to Work ” certification for four consecutive years. This accolade reflects our dedication to creating an environment where every team member feels valued, supported, and empowered to achieve their best.

The Opportunity:

Scope of the position

The Executive Assistant provides high-level administrative and operational support to the CEO and the Executive team, acting as a trusted partner in managing schedules, communications, and strategic initiatives. This role requires exceptional organizational skills, discretion, and the ability to thrive in a fast-paced, dynamic environment. The Executive Assistant plays a key role in ensuring the leadership team operates efficiently and effectively.

Duties and Responsibilities

Executive Support

• Provide comprehensive administrative support to the CEO and Directors, including proactive calendar management, meeting coordination, and travel arrangements.
• Draft, review, and manage correspondence, reports, presentations, and other communications.
• Organize and support leadership meetings, including agenda preparation, minute-taking, and follow-up actions.
• Handle confidential and sensitive information with discretion and professionalism.
• Maintain and optimize executive calendars to ensure alignment across departments and minimize scheduling conflicts.

Project & Operations Coordination

• Assist in coordinating cross-functional projects, including tracking timelines, deliverables, and stakeholder communications.
• Prepare and distribute project-related documentation; maintain corporate resumes and project archives.
• Set up and manage project folders in SharePoint and other collaboration platforms.

Stakeholder Engagement

• Liaise with internal departments and external partners to facilitate smooth communication and coordination.
• Support executive participation in events, strategic initiatives, and external engagements.
• Collaborate with other administrative professionals to ensure alignment across departments.

Office & Event Management

• Coordinate logistics for leadership offsites, team-building activities, and company-wide events.
• Ensure meeting rooms are prepared and functioning; support AV and tech setup as needed.

General Administration

• Share responsibility for office organization and daily operations.

Skills and Qualifications

• Diploma or Degree in Business Administration, Communications, or a related field.
• 3–5 years of experience supporting senior leadership, preferably in a corporate or fast-paced environment.
• Exceptional organizational and time-management skills with the ability to prioritize effectively.
• Strong written and verbal communication skills; professional and articulate.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with SharePoint and project management tools is an asset.
• Proven ability to manage sensitive information with discretion and integrity.
• Experience coordinating projects and working with cross-functional teams.
• Ability to work independently and collaboratively in a high-pressure environment.
• Flexibility to respond to urgent requests outside of regular business hours when needed
• Experience managing to a budget.

What we offer:

The target salary range for this position is $50,000 - $0,000 CAD . The pay range for this position is a general guideline only. The salary will depend on internal pay equity and the candidate's relevant skills, experience, qualifications, and job market data.

It's not all about work. That's why we support and recognize our team members with a range of benefits:

• RSL is an entrepreneurial company - we don't micromanage
• Embark on a continuous development journey. You have access to 3,500 annually to invest in your professional growth.
• Annual Bonus Program
• 3 weeks vacation
• 3 personal obligation days
• Wellness Account
• Stay healthy with our rich benefits package
• Protect your future with our Pension plan
• Access a 24/7 Employee Assistance Program.

Refrigerative Supply Limited is an equal-opportunity employer. We prohibit discrimination based on age, color, disability, national origin, race, religion, sex, sexual orientation, and any other legally protected class in accordance with applicable federal, provincial, and local laws. We are also committed to creating and maintaining an inclusive and accessible workplace. We would like to thank all applicants for their interest; however, only those selected will be contacted.

Job Description

Job Description

Job Description: Executive Assistant to the CEO/President

Location: (Montreal, Onsite)
Position: Full-Time

About the Role:

Are you a dynamic, bilingual professional with a passion for excellence? We are seeking a highly skilled and experienced Executive Assistant to become the right hand to our CEO/President. This is a mission-critical role for a polished individual who thrives in a fast-paced environment, anticipates needs, and enables our leadership to operate at their highest potential.

You will be more than an assistant; you will be a strategic partner, a gatekeeper, and a force for seamless organization. If you are fluent in French and English, possess an impeccable ability to manage complex logistics, and are ready to travel to support key business objectives, we want to hear from you.

Objectives of this Role:

• Provide primary, high-level support to the CEO/President and secondary support to the executive team, ensuring company goals are met with precision and efficiency.
• Act as a central hub, refining internal processes and coordinating resources to expedite workflows across the company.
• Serve as a key liaison for internal and external communication, representing the executive office with professionalism and discretion.
• Strategically orchestrate the CEO's priorities to ensure organizational objectives are achieved and best practices are upheld.

Key Responsibilities:

• Master of Logistics: Manage the CEOs complex and dynamic professional and personal calendar, including scheduling, agendas, travel, accommodations, transportation, and meal planning.
• Strategic Communication Hub: Manage the flow of information to and from the executive office. Handle all forms of communication (mail, email, phone calls) with tact and urgency. Fluently manage correspondence and interactions in both English and French .
• Executive Support: Provide comprehensive administrative support, including document preparation, presentation creation, spreadsheet management, and maintaining an impeccable filing system and contacts database.
• Confidentiality Ambassador: Maintain the utmost professionalism and strict confidentiality with all sensitive company and executive materials.
• Driver of Connectivity: Organize team communications, plan and execute internal and off-site events, and ensure seamless connectivity across the organization.
• Mobile Support: Travel domestically and/or internationally to provide on-the-ground support for business meetings, conferences, and events.

Required Skills & Qualifications:

• Experience: 3-5 years of hands-on experience as an Executive Assistant reporting directly to C-level executives (CEO, President, COO).
• Language Skills: Fluent (verbal and written) in both English and French is mandatory.
• Exceptional written and verbal communication skills.
• Superior time-management and organizational skills with a proven ability to coordinate multiple concurrent projects.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and an aptitude for learning new software.
• Adaptable and resilient team player, comfortable with challenges and changing priorities.

Preferred Skills & Qualifications:

• Experience in overseeing and managing budgets and expenses.
• Experience in developing and improving internal processes and filing systems.
• A proactive and anticipatory approach to problem-solving.

What We Offer:

• A competitive compensation and benefits package.
• The opportunity to work closely with and learn from visionary leadership.
• A dynamic and supportive corporate culture.
• Professional development and growth opportunities.