English/Mandarin Executive Assistant

Pacific Smoke International Inc.; Markham; Hybrid; CAD 60,000 - 90,000; Full time

Benefits offered by this job

Group benefits from day 1

Year-end performance bonus

Tuition reimbursement

Three weeks of vacation

Product at distributor pricing

Job summary

Pacific Smoke International Inc. in Markham, Ontario, is seeking an English/Mandarin Executive Assistant to support our COO and leadership team. This hybrid role requires 1–3 days on-site and strong English and Mandarin communication.

You will conduct research, draft proposals, manage calendars, coordinate travel, and handle confidential information for strategic projects. A bachelor’s degree and proven executive-support experience are essential; willingness to travel internationally is a plus.

Qualifications

• Bachelor’s degree in business administration, communications, or related field.
• Proven experience as an executive assistant or in a similar administrative role.
• Proficiency in Mandarin Chinese for effective communication with stakeholders in China.
• Ability to travel several times per year, including international trips.
• Excellent proficiency in office software (Microsoft Office Suite, Google Workspace).
• Exceptional organizational skills with a keen attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks simultaneously and work independently.
• Demonstrated ability to handle confidential information with integrity.
• Flexibility to adapt to changing priorities and work effectively under pressure.

Responsibilities

• Research and proposal development for COO; draft memos and reports; collaborate with executives to refine proposals.
• Administrative support: manage COO calendar, schedule meetings, prepare correspondence, coordinate travel, and track expenses.
• Coordinate internal and external meetings; prepare materials and follow-up action items.
• Information management: maintain confidentiality and manage files for decision-making.
• Time management and prioritization to meet deadlines and keep projects on track.
• Support company-wide initiatives and projects with task coordination and timely deliverables.

Skills

Executive support

Mandarin proficiency

Time management

Communication skills

Independent work

Education

Bachelor’s degree in business administration, communications, or related field

Tools

Microsoft Office

Google Workspace

Job description

ENGLISH/MANDARIN EXECUTIVE ASSISTANT

Hybrid (1–3 days on-site)

Do you believe that a company’s success depends on its people? If so, PSI is the place for you! PSI is nothing without the people who build, design, and support it. We’re looking for an English/Mandarin Executive Assistant to join our scaling organization.

At Pacific Smoke International, our mission is to help people quit smoking by providing safer alternatives to traditional cigarettes. As the leading distributor of electronic vaporizers and award‑winning vaping products in Canada, we've made significant progress since our founding in 2013. We have much more to accomplish for our customers, and we’re looking for a culturally aligned English/Mandarin Executive Assistant to join our dynamic team located in Markham.

What’s Important To Us

We are seeking to attract individuals who share and demonstrate our core values: judgement, curiosity, agility, results, accountability, teamwork.

The English/Mandarin Executive Assistant Will

• Research and proposal development – conduct in‑depth research on various topics, citing reliable sources; draft proposals, memos, and reports for COO’s review; collaborate with executives to refine proposals and incorporate feedback.
• Administrative support – manage the COO team’s calendar; schedule appointments, meetings, and conference calls; prepare and edit correspondence, presentations, and reports on behalf of the COO; coordinate travel arrangements, including flights, accommodations, and transportation; handle expense reporting and budget tracking.
• Communication and coordination – serve as central point of contact for internal and external stakeholders; collaborate with other departments to gather and provide information for executive decision‑making; assist in preparing internal and external meetings, including agenda development, materials preparation, and follow‑up action items.
• Information management – maintain confidentiality and handle sensitive information; organize and manage electronic and physical files; conduct research to support executive decision‑making and projects.
• Time management and prioritization – proactively identify and address time‑sensitive tasks and potential scheduling conflicts; assist in managing and prioritizing tasks, ensuring deadlines are met and projects stay on track.
• Special projects and initiatives – participate in company‑wide initiatives, events, and projects; provide project management support, coordinating tasks and ensuring timely completion of deliverables.

To Be Successful You Should Have

• Bachelor’s degree in business administration, communications, or a related field (preferred).
• Proven experience as an executive assistant or in a similar administrative role.
• Proficiency in Mandarin Chinese for effective communication with stakeholders in China.
• Ability to travel several times per year, including international trips.
• Excellent proficiency in office software (Microsoft Office Suite, Google Workspace, etc.).
• Exceptional organizational skills with a keen attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks simultaneously and work independently.
• Demonstrated ability to handle confidential information with integrity.
• Flexibility to adapt to changing priorities and work effectively under pressure.
• Professional demeanor and strong interpersonal skills.

What You Can Expect From Pacific Smoke International

• A total compensation package that includes a group benefits program starting from day 1 and a year‑end performance bonus.
• Ongoing learning and development opportunities to build the career you want and reach your goals.
• Tuition reimbursement.
• Three weeks of vacation.
• Awards for top performers and employee tenure.
• A unique opportunity to build, grow, and leave your impact on a US$25‑billion industry.
• A supportive, humble team that cares about customers.
• Product at distributor pricing to all employees.
• Company events.
• Employee Assistance Program (EAP).

Pacific Smoke International is an equal opportunity employer and encourages all qualified candidates to apply. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), we are committed to providing accommodations for people with disabilities to support their participation in all aspects of the recruitment and selection process.