Executive Assistant

Medline; Mississauga; On-site; CAD 60,000 - 80,000; Full time

Job summary

Medline Canada is seeking an Executive Assistant to support senior management with administrative tasks. The ideal candidate will manage complex schedules, coordinate travel, and prepare documents, demonstrating advanced organizational and communication skills. This role involves being in the office 2-3 days a week and can require flexibility across time zones.

Benefits

Market competitive compensation and benefits

Career growth and training programs

Paid vacation and personal days

Employee Assistance Program resources

Fitness subsidy

Recognition programs

Qualifications

• At least 6 years of experience including 4 years supporting senior management.
• Advanced verbal and written communication skills in English required.
• Proficiency in Canadian French and/or Spanish is a plus.

Responsibilities

• Provide professional support to executive management.
• Manage calendars, travel schedules, and document preparation.
• Coordinate meetings and prepare expense reports.

Skills

Communication skills

Organization

Problem-solving

Education

College Degree

Tools

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Job description

Value Proposition

As a leading partner in healthcare, Medline Canada's sole purpose is Together Improving Care– this means being deeply committed to the health and well-being of our customers, employees, partners and our communities. We employ a diverse group of top talent focused on growing and making a difference in the lives of Canadians, coast-to-coast.

Compensation is only one part of the Employee Value Proposition that Medline Canada offers our employees. As part of our mission, we offer one of the most competitive and engaging employee experience programs in Canada, which includes:

• Collaborative work environment with highly engaged employees
• Market competitive compensation and benefits plan, including LTD & Insurance
• DPSP match program
• Annual Employee Appreciation Week
• Paid vacation and personal days
• Lifeworks Employee Assistance Program (EAP) Resources supporting mental, physical, family and financial well-being
• Career growth and training programs
• Open communication with Senior Leaders
• Tailored incentives for eligible employee groups, such as home office reimbursement and Sylvan Learning Centre credit
• Employee referral program
• Education support programs
• Fitness subsidy
• Recognition programs
• Social activities
• And much more…

JOB SUMMARY

Under general supervision, the Executive Assistant provides advanced secretarial and administrative support for senior management using technical and business vocabulary and a detailed knowledge of organization operations, organizational procedures, and personnel. Within established guidelines, this role makes independent decisions regarding planning, organizing, and scheduling work. The role also collects, compiles and analyzes relatively complex data and information and composes straightforward written descriptions/summaries of results.

CORE JOB RESPONSIBILITIES

• Provide professional, accurate, and timely support, contributing to executive, team and departmental objectives.
• Manage senior executive's calendars, as required.
• Manage and coordinate heavy travel schedules for executives including international travel.
• Compose and proofread letters and documents.
• Support email distribution of company documents and letters, including maintaining and updating Distribution Lists.
• Prepare expense reports for senior executives.
• Coordinate meetings and conference calls, including venues, transportation, food, materials preparation and meeting notes transcription.
• Exercise discretion and independent judgment in analyzing and summarizing complex information requests/reports and determining complex trends.
• Assist at Executive meetings as requested or needed.
• In-office requirement per our current calendar (2-3 days per week), with a need to be in-office extra days depending on the President/Senior Leaders calendars or business requirements.
• Available to support across multiple time-zones (will primarily follow Eastern Time working hours).

QUALIFICATIONS

• College Degree, or relevant business experience
• At least 6 years experience of which 4 years supporting the highest level of management in a corporation.
• Intermediate skill level using Outlook.
• Intermediate level skill in Microsoft Excel (for example: using SUM function, setting borders, setting column width, inserting charts, using text wrap, sorting, setting headers and footers and/or print scaling).
• Intermediate level skill in Microsoft PowerPoint (for example: applying a theme, formatting character spacing, inserting a picture, changing slide layout and theme colors, adding transitions, customizing slide numbers, changing chart style and/or formatting font).
• Intermediate level skill in Microsoft Word (for example: inserting headers, page breaks, page numbers and tables and/or adjusting table columns).
• Advanced verbal and written (grammar, spelling, format) communication skills level in English.
  Proficiency in Canadian French and/or Spanish considered an asset.

About Medline Canada

Medline Canada stands at the forefront of healthcare, providing expertise and a breadth of solutions for every care setting. With 550+ employees, including 100 dedicated sales and clinical professionals and eight distribution centres located coast-to-coast, Medline Canada is proud to serve the entire continuum of care.

Our Commitment to Diversity and Inclusivity

Medline Canada is committed to diversity and inclusivity and we encourage applications from members of groups that have been historically disadvantaged and marginalized, including First Nations, Metis and Inuit peoples, Indigenous peoples of North America, racialized persons/persons of colour and those who identify as women, persons with disabilities and LGBTQ+ persons.

Our commitment to Accessibility

Medline Canada is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). We endeavor to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities. If you require any accommodations at any point during the application and hiring process, please contact [e-mail].

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.