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

Rhenus Logistics; Mississauga; On-site; CAD 36,000 - 48,000; Part time

Benefits offered by this job

Professional development programs

Team events

Flat hierarchy

Job summary

Rhenus Logistics is seeking an Executive Assistant to provide high-level administrative support to the CFO and Canadian Operations. The role manages calendars, coordinates meetings and travel, and prepares correspondence and presentations for the Regional Shared Services Office.

This is a part-time, 12-month contract requiring 3 days per week (Mon-Wed) with flexibility for business needs and regular commute to two Mississauga locations.

Qualifications

• 3+ years supporting senior executives in a corporate setting.
• Experience as Executive Assistant or similar role.
• Experience in logistics or related industry is an asset.
• Strong organizational and time management skills.
• Ability to handle confidential information with discretion.
• Excellent verbal and written communication skills.
• Proficient with MS Office and collaboration tools.
• Willingness to work 3 days per week and commute to Mississauga.

Responsibilities

• Provide confidential admin support to CFO and Canadian Leadership Team.
• Manage complex calendars and coordinate meetings across stakeholders.
• Arrange domestic and international travel and itineraries.
• Prepare correspondence, reports, agendas and other documents.
• Coordinate leadership meetings, minutes and action follow-ups.
• Support office moves, vendor coordination and office coordination.
• Assist with expense reporting and finance-related tasks.
• Plan and organize internal and external events and events budgets.
• Support two Mississauga locations and upcoming relocation project.

Skills

Executive support

Calendar management

Travel coordination

Office coordination

Discretion

MS Office

Communication

Event planning

Multi-site

Logistics experience

Tools

Microsoft Office

Job description

The Rhenus Group is one of the leading logistics service providers operating worldwide. We offer tailor-made solutions along the entire supply chain for companies from a wide diversity of industries. From multimodal transports to perfect warehousing, from smooth customs clearance to innovative value-added services: We always keep our pulse on the times and are at our customers' side.

What you will be doing

The Executive Assistant provides high-level administrative support to the Chief Financial Officer (CFO) and the Canadian Operations. This role is responsible for managing calendars, coordinating meetings and travel, preparing correspondence and presentations, and ensuring the smooth day-to-day administrative operations of the Regional Shared Services Office.

The Executive Assistant will assist with office administration, including acting as the primary liaison with the building landlord and supporting general office coordination. In addition to executive administrative and office support, this role will play an important part in coordinating office activities across two Mississauga locations and supporting an upcoming office relocation and construction project. This is a part-time, 12-month contract position requiring 3 days per week (Monday-Wednesday), with additional flexibility as business needs require.

You will be contributing to that vision by…

• 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 skills & experience you will bring to us

• 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.

What You can expect

• Continuous Training: Sharpen your skills and advance your expertise with our professional development programs.
• Great Team: It’s truly the people that make the difference - and with us you’ll join the best team around.
• Flat Hierarchies: Get straight through to the decision-makers with our streamlined organizational structure.
• Room for Innovation: Turn your ideas into action in an environment that champions creativity and empowers you to lead change.
• Events: From team outings to holiday parties and networking events, we build strong connections by spending quality time together.
• Quick Decision Processes: Make things happen faster with streamlined processes that promote efficiency and effectiveness.