Executive & Office Services Assistant

P&H; Winnipeg; On-site; CAD 60,000 - 85,000; Full time

Benefits offered by this job

Comprehensive Health Coverage

RRSP Matching Program

Paid Time Off

Learning and Development Opportunities

Tuition Reimbursement

Employee Assistance Program

Job summary

Parrish & Heimbecker, Limited (P&H) is seeking an Executive and Office Services Assistant to join our Corporate team in Winnipeg, MB. This role provides confidential executive support, coordinates board meetings, travel, and oversees office services for a professional, well-organized environment.

The ideal candidate has 7+ years in executive support, strong discretion, and experience with vendor management and Microsoft 365 tools.

Qualifications

• Post-secondary education in business administration, office administration or related field is preferred.
• At least 7 years of progressive experience in executive support, office operations or corporate services.
• Background supporting C-suite executives or a Board of Directors is strongly preferred.
• Discretion and sound judgment in handling confidential information are required.
• Previous supervisory or team-lead experience is preferred.
• Track record coordinating vendors, invoices and operational records is required.
• Exceptional organizational, prioritization and time-management skills.

Responsibilities

• Provide confidential administrative support to the CEO, CFO and senior executives.
• Coordinate executive meetings, travel and related logistics.
• Prepare and distribute confidential documents and obtain required approvals.
• Coordinate Board meetings, travel, venues and accommodation.
• Oversee office services and reception coverage, visitors and calls.
• Administer corporate credit card program and vendor invoices.

Skills

Executive support

Office operations

Board support

Vendor management

Microsoft 365

Education

Business administration

Office administration

Related field

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

Description

Executive and Office Services Assistant

Employment Type: Full-Time, Permanent

Division: Corporate

Location: Winnipeg, MB (On-site)

Who We Are

Parrish & Heimbecker, Limited (P&H) is a Canadian, family-owned company with over 115 years in agriculture. We operate across four divisions: Grain & Crop Inputs, Flour Milling, P&H Foods, and New-Life Mills, delivering trusted solutions from crop inputs and grain handling to flour milling, livestock nutrition, and egg production. By connecting Canadian farms to tables across the country and beyond, we’re committed to quality, innovation, and sustainability as we shape the future of food and agriculture.

Your Team

Grain & Crop Inputs: The Grain & Crop Inputs Division connects Canadian farmers to markets across the country and beyond. With a network of grain elevators, terminals, and agri-retail locations, we provide crop inputs, agronomic solutions, and grain marketing expertise to help producers succeed.

We are seeking an Executive & Office Services Assistant to join our Corporate team at the Winnipeg Head Office. This role is responsible for providing confidential executive and board support while leading the coordination and delivery of office services, ensuring a professional, well-organized, service-oriented environment for executive and corporate employees, as well as Grain division leadership and support employees. The position manages executive administration, board and senior leadership meeting logistics, executive travel, workplace and facilities services, reception and mailroom operations, corporate accounts, employee programs, vendors, and office events with a high degree of discretion, judgment, and professionalism.

Day to Day

• Provide comprehensive and confidential administrative support to the Chief Executive Officer, Chief Financial Officer and other designated senior executives.
• Coordinate executive meetings, appointments, business meals and related logistics.
• Arrange executive travel, including flights, accommodation and ground transportation.
• Prepare, organize and distribute confidential documents and correspondence and coordinate required signatures and approvals.
• Coordinate Board of Directors meetings, including scheduling, venues, travel and accommodation.
• Compile, organize and distribute board books and other meeting materials.
• Maintain the corporate aircraft calendar and coordinate flight requests with the external aviation service provider.
• Oversee day-to-day office services and coordinate reception coverage and the professional handling of visitors, calls, deliveries and general requests.
• Provide day-to-day direction to the mailroom employee and ensure mail, courier and delivery services are handled efficiently.
• Administer the corporate credit card program in accordance with approved policies and authorizations.
• Review vendor invoices and prepare supporting information for approvals, payments, journal entries, chargebacks and payroll deductions.
• Serve as a primary contact for property management, building operations and security.
• Support workplace safety and emergency preparedness, including fire-warden coordination and evacuation documentation.
• Administer employee programs, including the corporate suite, corporate merchandise store, parking and designated fitness programs.
• Monitor vendor service delivery, invoices and renewals and identify improvements to office-service processes.
• Other duties as assigned.

What You’ll Bring

• Post-secondary education in business administration, office administration ora relatedfield is preferred.
• At least 7 years of progressive experience in executive support, office operations or corporate services is preferred.
• Background supporting C-suite executives or a Board of Directors is strongly preferred.
• Demonstrated discretion and sound judgment in handling highly confidential and sensitive information for owners, executives and directors is required.
• Previous supervisory or team-lead experience is preferred.
• Track record of coordinating vendors, invoices and operational records is required.
• Exceptional organizational, prioritization, time-management and follow-through skills.
• Strong written, verbal and interpersonal communication skills.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint and Teams.
• Ability to work independently and determine when escalation or approval is required.
• Ability to occasionally work outside regular business hours to support Board meetings, executive travel, special events or urgent office and building issues.
• May be required to complete fire-warden or emergency-response training.
• Eligibility to become a Commissioner for Oaths may be considered an asset if required by the company.
• Occasional travel may be required.

Why Join Us

At P&H, our people are our priority. We’re committed to fostering a workplace that supports professional growth, well-being, and a strong sense of community. Join a team that shares your Passion & Heart for Canadian agriculture, and take advantage of benefits designed to help you thrive and succeed:

• Comprehensive Health Coverage (Medical, Dental, and Vision)
• RRSP Matching Program
• Paid Time Off and Wellness Initiatives
• Learning and Development Opportunities
• Tuition Reimbursement
• Employee Assistance Program

P&H does not use artificial intelligence or automated decision-making tools to screen, assess, or select applicants. All applications are reviewed by a member of our Talent Acquisition team or hiring team.