Executive Assistant – 1-Year Contract, Part-Time (Monday-Wednesday)

Rhenus SE & Co. KG; Mississauga; Hybrid; CAD 65,000 - 90,000; Full time

Job summary

Rhenus SE & Co. KG in Mississauga is seeking an Executive/Administrative Assistant to provide confidential support to the CFO and Canadian Leadership Team.

The role includes managing complex calendars, coordinating meetings, arranging domestic and international travel, and preparing key business documents. You will coordinate leadership meetings, maintain filing systems, and assist with office moves and vendor coordination.

Qualifications

• Experience supporting CFO or senior leadership.
• Excellent calendar management and travel coordination.
• Strong written and verbal communication skills.
• Discretion with confidential information and sensitive data.
• Ability to coordinate cross-functional activities across departments.

Responsibilities

• Provide confidential administrative support to the CFO and Canadian Leadership Team.
• Manage calendars, schedule meetings, and coordinate appointments with multiple stakeholders.
• Arrange domestic and international travel with itineraries.
• Prepare and edit correspondence, reports, presentations and meeting agendas.
• Coordinate leadership meetings including minutes and follow-up on action items.
• Maintain organized filing systems and handle confidential information with discretion.
• Support expense reporting and invoice processing as required.
• Act as primary contact for office administration and vendor coordination.
• Assist with office moves, maintenance, supplies, and workplace coordination.
• Support special projects and Regional Shared Services team as needed.
• Collaborate with internal departments and external partners to ensure efficient operations.
• Plan and organize internal and external company events and offsite meetings.
• Manage event budgets, track expenses, and handle vendor contracts.
• Coordinate with contractors and building representatives for office relocation project.

Skills

Calendar management

Travel coordination

C-suite support

Communication

Discretion with confidential info

Job description

• 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.