New Uni Grad - Executive Assistant

TalentFinity Recruitment; Mississauga; On-site; CAD 55,000 - 75,000; Full time

Job summary

TalentFinity Recruitment represents a Canadian-owned wholesale food service client seeking an Executive Assistant to support the Chief Operating Officer. You will manage the COO’s calendar, emails, and communications while coordinating cross-department initiatives.

The role requires meticulous organization, strong communication, and the ability to handle multiple priorities in a dynamic environment. On-site collaboration in Mississauga is expected.

Qualifications

• University degree in Business, Economics or related field.
• Exceptional organizational and time-management skills with accuracy.
• Proficiency in Outlook, Teams, and Excel; quick to learn new tools.
• Excellent written and verbal communication with a professional demeanor.

Responsibilities

• Manage COO's inbox, calendar, and meetings with proactive prioritization.
• Own small to medium projects end-to-end, coordinating with departments.
• Build/edit presentations, reports, and documents to a professional standard.
• Prepare materials, agendas, and capture key takeaways from meetings.
• Coordinate travel, events, and other logistics as needed.
• Maintain confidential records and act as liaison across departments.

Skills

Organizational skills

Time management

Strong communication

Project coordination

Education

University degree in Business or related field

Tools

Microsoft Outlook

Microsoft Teams

Excel

Job description

Our client, a Canadian-owned and operated wholesale food service company, is seeking a highly organized and resourceful Executive Assistant to provide direct support to the Chief Operating Officer (COO). This role calls for a proactive professional who thrives in a dynamic, fast-paced environment—someone skilled at anticipating needs, managing competing priorities, and maintaining exceptional attention to detail.

The Executive Assistant will manage the COO’s day-to-day activities, including e-mail and calendar management, meeting preparation, information flow, and project coordination. Acting as a central point of contact, this person will play a vital role in enhancing executive productivity and communication across the organization.

Key Responsibilities

• Manage the COO’s inbox and communications: monitor, prioritize, and respond to e-mails; draft correspondence; filter incoming requests and ensure timely follow-up.
• Own small to medium projects end to end, coordinating with other departments for updates.
• Build and edit presentations, reports, and documents to a professional standard, largely unsupervised.
• Get dropped into a department or project to investigate, gather facts, and report back with a recommendation.
• Maintain a dynamic executive calendar, schedule internal and external meetings, and coordinate logistics with precision.
• Prepare for meetings by assembling relevant materials, creating agendas, and recording key takeaways and action items.
• Support project management initiatives by tracking deliverables, coordinating cross-departmental activities, and ensuring timely execution of tasks.
• Maintain organized records, reports, and confidential files related to operations and strategic initiatives.
• Serve as a liaison between the COO and internal departments to streamline communication and ensure clarity on priorities.
• Conduct research, compile data, and prepare presentations or reports as needed.
• Coordinate travel arrangements, event logistics, and meeting accommodations when required.
• Uphold a high level of discretion with sensitive information, representing the COO with professionalism both internally and externally.

Skills & Qualifications

• Completing of a University Degree ideally in Business, Economics, or related field.
• Exceptional organizational and time-management skills, with proven ability to prioritize and execute multiple tasks with accuracy.
• Proficiency in Microsoft Outlook, Teams, and Excel; strong aptitude for learning new systems, workflows, and digital tools.
• Excellent written and verbal communication skills with a professional, composed demeanor.
• Strong project coordination ability, including tracking deliverables, managing timelines, and following through on details.
• Comfortable operating in a high-volume, fast-paced environment with shifting priorities.
• Proven discretion and sound judgment in handling confidential information.