Executive Assistant

Embassy Ingredients Ltd; Brampton; On-site; CAD 50,000 - 70,000; Full time

Job summary

A food industry leader in Brampton is seeking a dedicated Executive Assistant to provide exceptional support to the President and management team. The role involves managing schedules, coordinating travel, and facilitating office operations. Ideal candidates will have over three years of experience in office administration, strong organizational and communication skills, and a passion for food. This role presents a unique opportunity to thrive in a fast-paced and dynamic environment.

Qualifications

• Minimum of three years’ experience in executive or office administration.
• Tech savvy, with the ability to master new systems and technologies.
• Self-motivated with a positive attitude and a willingness to learn.

Responsibilities

• Manage the President’s calendar and schedule meetings.
• Coordinate travel arrangements for the President.
• Record minutes from Management Team meetings.

Skills

Organizational skills

Interpersonal skills

Attention to detail

Communication skills

Analytical skills

Customer service orientation

Education

Post-secondary education in Business Administration

Tools

Microsoft Office Suite

Job description

Join Embassy Ingredients as Our Executive Assistant

Let us craft a delicious future together! Embassy Ingredients is seeking a dedicated and passionate Executive Assistant to join our fast-paced, entrepreneurial team. At Embassy, we foster an environment that values initiative, forward-thinking, and the drive to provide exceptional executive support. If you are someone who thrives in a dynamic workplace and has a genuine passion for food, we invite you to consider this exciting opportunity.

About the Role

As our Executive Assistant, you will be responsible for assisting the President and COO (President’s Daughter), while also managing essential office operations. You will play a pivotal role in ensuring the seamless functioning of our office, supporting our leadership, and contributing to our ongoing growth of 20-25% per year. Everything at Embassy revolves around food, and we are looking for someone who shares this passion.

Key Responsibilities

• Proactively manage and review the President’s calendar, schedule meetings and appointments, make necessary changes, and anticipate needs.
• Maintain the highest levels of discretion when handling confidential and sensitive information.
• Coordinate domestic and international travel arrangements for the President, including flights, hotel accommodations, and ground transportation, and prepare detailed itineraries. The President travels approximately 200,000 miles or more per year.
• Assist the President and Executive Team with task follow-up and activities.
• Oversee office construction and manage facility and office requirements, such as supplies and relationships with facility vendors (e.g., landlord, office supplies, telephone and mobile providers).
• Plan and execute event management deliverables, such as advisory board meetings, Management Team meetings, off‑sites, employee town halls and events, and client visits.
• Record minutes and action items from Management Team meetings and follow up with designated parties to ensure matters are brought to conclusion.
• Assist the President in preparing memos, reports, and client presentations.
• Proactively anticipate and adapt to Embassy’s priorities by making adjustments to keep projects, initiatives, and goals on track.
• Identify inefficiencies and recommend technology‑based solutions.
• Support all food safety initiatives, including but not limited to BRCGS, HACCP, GMPs, allergens, GFCP, Kosher, Halal, and customer requirements (such as Costco and Kraft standards).
• Ensure all activities uphold the food safety, authenticity, legality, and quality of our products.
• Be prepared for duties, responsibilities, and activities to change, or for additional duties to be assigned at any time.

Qualifications and Experience

• Minimum of three years’ experience in executive or office administration.
• Post‑secondary education in Business Administration and/or related work experience is a significant asset.
• Tech savvy, with the ability to master new systems, tools, and technologies.
• Extremely strong organizational skills.
• Excellent interpersonal and communication skills, complemented by a friendly personality to help maintain and build relationships with vendors, clients, and key business stakeholders.
• Strong attention to detail, analytical skills, and a customer service orientation.
• Self‑motivated with a positive attitude and a willingness to learn.
• A strong sense of responsibility and ownership over deadlines and the overall portfolio.
• Ability to work under tight timelines and pressure.
• Flexibility to work on a variable schedule when required.

Commitment to Accessibility

Embassy Ingredients is committed to providing accommodations for applicants with disabilities throughout the recruitment, selection, and assessment process. If you are contacted for an employment opportunity, please inform the People and Development Department of any accommodation(s) you may require.

Application Process

We thank all applicants in advance for their interest in a career with Embassy. Please note that only those selected for an interview will be contacted.