Executive Assistant/Office Services Coordinator

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

Job summary

A leading company is seeking an Executive Support Associate to provide high-level administrative support to its Canadian Leadership Team in Mississauga. This role entails managing complex schedules, coordinating events, and overseeing office operations. The ideal candidate will thrive in a fast-paced environment and possess exceptional organizational skills to enhance efficiency and communication within the team.

Benefits

Opportunities for growth

Collaborative work environment

Engagement initiatives and rewards programs

Qualifications

• Minimum 4 years of experience as Executive Assistant or similar role.
• Professional discretion and ability to handle sensitive information.
• Attention to detail with proactive problem-solving skills.

Responsibilities

• Provide full administrative support for Canadian Leadership Team.
• Coordinate monthly Company Town Halls and other meetings.
• Manage day-to-day operations of the Mississauga office.

Skills

Organizational skills

Written communication

Verbal communication

Problem-solving

Time management

Education

Experience supporting senior leaders (4+ years)

Tools

Microsoft Office Suite

Virtual meeting platforms

Job description

OVERVIEW:

The Executive Support Associate provides high-level administrative expertise and seamless support to the Canadian Leadership Team, while also overseeing all office services and operational coordination for our Mississauga office. This role goes beyond traditional administrative tasks, requiring exceptional judgment, proactive problem-solving, and the ability to anticipate the needs of senior leaders. The ideal candidate thrives in a fast-paced, collaborative environment and acts as a trusted business partner who enables efficiency, enhances communication, and champions company culture.

KEY ACCOUNTABILITIES:

Executive Assistant Responsibilities

• Full administrative support for the Canadian Leadership Team, supporting 5 Executives (3 on site, 2 remote): President (local), VP Finance (local), Canada HR Lead (local), VP Sales/Market Strategy (remote), and VP Brand (remote).
• Duties include: complex calendar management, global and domestic travel coordination (flights, hotels, car rentals), daily scheduling, meeting setup, tech prep, catering, expense report submission, management of distribution lists, presentation preparation.
• Manage weekly Leadership Team meeting agendas: create and distribute agendas, collect inputs, and manage follow-ups.
• Act as a liaison between senior leaders and internal/external stakeholders, including customers, vendors, and industry partners.
• Collaborate with Executive Assistants across North America on key, cross-functional initiatives and meetings.

Company-wide Meeting & Event Coordination

• Lead coordination of monthly in-person Company Town Halls: manage agenda development, collect and edit slides, liaise with presenters, coordinate AV setup with IT, run the live event.
• Coordinate other company-wide meetings as required (e.g., Mid-Year Meeting, New Year Meeting, North American Meetings), including logistics, communications, and on-site support.

Office Services Support

• Serve as the primary liaison for all building and landlord-related issues, including facility repairs, space planning, and ongoing maintenance.
• Oversee contract/vendor relationships for cleaning services, storage vendors, cafeteria services, and ad hoc repairs.
• Manage day-to-day operations of the Mississauga office, including mailroom oversight, supply ordering, seating plans, office organization, and purchasing.
• Create and track Purchase Orders; maintain office storage areas, including seasonal purging and reorganization.

Other Responsibilities

• Lead coordination of internal and external Rewards & Recognition programs: manage nomination process, organize events, procure awards, and handle logistics.
• Provide ongoing support to the HR team, including onboarding coordination (new hire kits, workspace readiness), service anniversary tracking, and ad hoc project support.
• Support internal communication efforts by contributing to leadership updates, newsletters, or internal announcements, as needed.
• Continuously looking for opportunities to streamline processes, improve operational efficiency, and elevate the employee experience.

MINIMUM QUALIFICATIONS:

• Minimum 4 years of experience supporting senior leaders in an Executive Assistant, Office Manager, or hybrid support role. Previous experience supporting multiple leaders with equally complex schedules
• Proven ability to make independent decisions and exercise sound judgment with minimal supervision.
• Highly professional and discreet, with the ability to handle sensitive topics and confidential information.
• Skilled in written and verbal communication; confident when interacting with all levels of an organization.
• Strong organizational and time management skills; able to balance and prioritize competing demands.
• Detail-oriented and resourceful, with the ability to anticipate needs and problem-solve proactively.
• Proficient in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams), virtual meeting platforms, and internal systems for travel and expense management.
• Requirement to work on site at the Mississauga office 3 days per week (Tuesdays, Wednesdays, and Thursdays).

COMPANY OVERVIEW

We exist to make food the world loves. But we do more than that. Our company is a place that prioritizes being a force for good, a place to expand learning, explore new perspectives and reimagine new possibilities, every day. We look for people who want to bring their best — bold thinkers with big hearts who challenge one other and grow together.Because becoming the undisputed leader in food means surroundingourselves with peoplewho are hungry for what’s next.

OVERVIEW:

The Executive Support Associate provides high-level administrative expertise and seamless support to the Canadian Leadership Team, while also overseeing all office services and operational coordination for our Mississauga office. This role goes beyond traditional administrative tasks, requiring exceptional judgment, proactive problem-solving, and the ability to anticipate the needs of senior leaders. The ideal candidate thrives in a fast-paced, collaborative environment and acts as a trusted business partner who enables efficiency, enhances communication, and champions company culture.

KEY ACCOUNTABILITIES:

Executive Assistant Responsibilities

• Full administrative support for the Canadian Leadership Team, supporting 5 Executives (3 on site, 2 remote): President (local), VP Finance (local), Canada HR Lead (local), VP Sales/Market Strategy (remote), and VP Brand (remote).
• Duties include: complex calendar management, global and domestic travel coordination (flights, hotels, car rentals), daily scheduling, meeting setup, tech prep, catering, expense report submission, management of distribution lists, presentation preparation.
• Manage weekly Leadership Team meeting agendas: create and distribute agendas, collect inputs, and manage follow-ups.
• Act as a liaison between senior leaders and internal/external stakeholders, including customers, vendors, and industry partners.
• Collaborate with Executive Assistants across North America on key, cross-functional initiatives and meetings.

Company-wide Meeting & Event Coordination

• Lead coordination of monthly in-person Company Town Halls: manage agenda development, collect and edit slides, liaise with presenters, coordinate AV setup with IT, run the live event.
• Coordinate other company-wide meetings as required (e.g., Mid-Year Meeting, New Year Meeting, North American Meetings), including logistics, communications, and on-site support.

Office Services Support

• Serve as the primary liaison for all building and landlord-related issues, including facility repairs, space planning, and ongoing maintenance.
• Oversee contract/vendor relationships for cleaning services, storage vendors, cafeteria services, and ad hoc repairs.
• Manage day-to-day operations of the Mississauga office, including mailroom oversight, supply ordering, seating plans, office organization, and purchasing.
• Create and track Purchase Orders; maintain office storage areas, including seasonal purging and reorganization.

Other Responsibilities

• Lead coordination of internal and external Rewards & Recognition programs: manage nomination process, organize events, procure awards, and handle logistics.
• Provide ongoing support to the HR team, including onboarding coordination (new hire kits, workspace readiness), service anniversary tracking, and ad hoc project support.
• Support internal communication efforts by contributing to leadership updates, newsletters, or internal announcements, as needed.
• Continuously looking for opportunities to streamline processes, improve operational efficiency, and elevate the employee experience.

MINIMUM QUALIFICATIONS:

• Minimum 4 years of experience supporting senior leaders in an Executive Assistant, Office Manager, or hybrid support role. Previous experience supporting multiple leaders with equally complex schedules
• Proven ability to make independent decisions and exercise sound judgment with minimal supervision.
• Highly professional and discreet, with the ability to handle sensitive topics and confidential information.
• Skilled in written and verbal communication; confident when interacting with all levels of an organization.
• Strong organizational and time management skills; able to balance and prioritize competing demands.
• Detail-oriented and resourceful, with the ability to anticipate needs and problem-solve proactively.
• Proficient in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams), virtual meeting platforms, and internal systems for travel and expense management.
• Requirement to work on site at the Mississauga office 3 days per week (Tuesdays, Wednesdays, and Thursdays).