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

rhe; Mississauga; On-site; CAD 60,000 - 75,000; Full time

Job summary

rhe is seeking an experienced Executive Assistant to support the CFO and Canadian Leadership Team in Mississauga. The role involves managing calendars, organizing meetings, coordinating domestic and international travel, and preparing business documents with discretion.

You will also support office operations, vendor coordination, event planning, and special projects for the Regional Shared Services team. A minimum of 3+ years in executive support is required, with strong MS Office skills and

Qualifications

• 3+ years of experience supporting senior executives in a corporate setting.
• Experience as an Executive Assistant or Senior Administrative Assistant is preferred.
• Experience in transportation, freight forwarding, logistics, or related industries is an asset.
• Strong organizational and time management skills with the ability to manage multiple priorities.

Responsibilities

• 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 filing systems and handle sensitive information with discretion.
• Assist with office moves, maintenance requests, office supplies, and workplace coordination.
• Collaborate with internal departments and external partners to ensure efficient operations.

Skills

Executive support

Calendar management

Travel coordination

Document preparation

Office administration

MS Office proficiency

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

What You Can Expect

• 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.

What You Bring

• 3+ years of experience supporting senior executives, preferably within a corporate environment.
• Previous experience as an Executive Assistant, Senior Administrative Assistant, or similar role.
• Experience in the transportation, freight forwarding, logistics, supply chain, or related industry is considered an asset.
• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Exceptional attention to detail and ability to handle confidential information with professionalism and discretion.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Demonstrated ability to work independently while supporting multiple stakeholders.
• Strong problem-solving skills with a proactive, customer-focused approach.
• Flexibility to work 3 days per week (Monday-Wednesday) during a 12-month contract, with occasional additional hours as business needs require.
• Ability to commute to our Mississauga head office for 3 designated days per week.
• This position requires regular work from our two Mississauga office locations.