Executive Assistant

Mandrake; Vaughan; On-site; CAD 90,000 - 120,000; Full time

Benefits offered by this job

Comprehensive benefits

Paid vacation

Cross-functional exposure

Job summary

Mandrake is seeking a highly organized Project Manager & Executive Assistant to support the CFO in a hybrid role that blends strategic project management with high-level executive support.

You will manage cross-functional finance and business projects, prepare budgets and P&L reports, and create executive-level presentations while coordinating calendars, travel, and communications with senior leaders across the organization.

Qualifications

• Bachelor's degree in business, Finance or Accounting.
• 5+ years of experience in a project management, executive assistant, or combined role.
• Experience supporting senior finance leadership (CFO or VP Finance) with budgets, P&L statements & invoicing.
• PMP certification or formal project management training is an asset but not required.
• Experience in the food processing, manufacturing, or consumer packaged goods industry is considered an asset.
• Strong financial acumen, with the ability to read, interpret, and summarize budgets, P&Ls, and transactional data for a non-financial audience.
• Excellent project management skills, including planning, prioritization, and the ability to manage multiple concurrent initiatives.
• Exceptional organizational skills with a high level of attention to detail and follow-through.
• Outstanding written and verbal communication skills, with the ability to interact professionally with senior executives, Board members, and external partners.
• Advanced proficiency in Microsoft Excel, PowerPoint, and Outlook; familiarity with ERP and project management tools is an asset.
• High degree of discretion, integrity, and sound judgment when handling confidential financial and strategic information.

Responsibilities

• Plan, coordinate, and track cross-functional finance and business projects from initiation through completion.
• Build and maintain project plans, timelines, and status trackers; flag risks, delays, and resource constraints.
• Prepare & consolidate budgets, forecasts, and P&L reports to support decision-making by the CFO and Finance leadership.
• Track invoicing and transactional data to support month-end reporting, project costs, and vendor/contract management.
• Coordinate with Accounting, Sales, Engineering, Operations, and other departments to gather data and ensure on-schedule delivery.
• Prepare executive-level presentations, briefing documents, and reports summarizing financial and operational project status for leadership and Board-level audiences.
• Support the CFO and VP of Finance with ad hoc special projects and process improvement initiatives.
• Executive assistance: manage CFO calendar, travel logistics, and meeting materials.
• Coordinate logistics for leadership meetings, offsites, and board/committee meetings.
• Maintain confidentiality and exercise sound judgment with sensitive information.

Skills

Project management

Executive support

Budgets & P&L

Invoicing

Stakeholder communications

Organizational skills

Attention to detail

Education

Bachelor's degree in business, Finance or Accounting

PMP certification (asset)

Tools

Excel

PowerPoint

Outlook

ERP systems

Job description

We are seeking a highly organized, resourceful, and detail-oriented Project Manager & Executive Assistant to work directly alongside our Chief Financial Officer. This is a hybrid role combining strategic project management with high-level executive support, offering a unique opportunity to gain broad exposure to the Finance function while playing a critical role in the CFO's day-to-day effectiveness. The successful candidate will report directly to the CFO, with a dotted-line relationship to the VP of Finance to support cross-functional finance initiatives.

This role requires a strong foundation in financial acumen, as the individual will regularly be exposed to budgets, P&L statements, spending analysis, invoicing, and financial transactions while supporting projects and reporting for the CFO and Finance leadership team.

Our client....

Our client is one of Canada's largest, and most trusted, independent processors and distributors of protein.

What you will do....

Project Management (Finance & Business Initiatives)

• Partner with the CFO and VP of Finance to plan, coordinate, and track cross-functional finance and business projects from initiation through completion.
• Build and maintain project plans, timelines, and status trackers; proactively flag risks, delays, and resource constraints.
• Prepare & consolidate budgets, forecasts, and P&L reports to support decision-making by the CFO and Finance leadership.
• Track invoicing and transactional data to support month-end reporting, project costs, and vendor/contract management.
• Coordinate with Accounting, Sales, Engineering, Operations, and other departments to gather data, drive follow-ups, and ensure project deliverables stay on schedule.
• Prepare executive-level presentations, briefing documents, and reports summarizing financial and operational project status for leadership and Board-level audiences.
• Support the CFO and VP of Finance with ad hoc special projects, and process improvement initiatives.

Executive Assistance (CFO Support)

• Proactively manage the CFO's calendar, including scheduling, prioritizing, and resolving meeting conflicts across multiple stakeholders and time zones.
• Coordinate and prepare materials for internal and external meetings, including agendas, briefing notes, presentations, and follow-up action items.
• Arrange travel logistics, itineraries, and expense reporting on behalf of the CFO.
• Act as a key point of contact between the CFO's office and internal departments, external partners, auditors, and vendors.
• Screen and manage correspondence, ensuring timely responses and appropriate escalation of priority items.
• Organize and maintain filing systems for executive correspondence, contracts, and financial documentation.
• Coordinate logistics for leadership meetings, offsites, and Board or committee meetings as required.
• Perform other duties as assigned by the CFO or VP of Finance.
• Maintain confidentiality and exercise sound judgment when handling sensitive financial and strategic information.

What you will bring.....

Education & Experience

• Bachelor's degree in business, Finance or Accounting
• 5+ years of experience in a project management, executive assistant, or combined role,
• Must have experience supporting senior finance leadership (CFO or VP Finance). Demonstrated experience working with budgets, P&L statements & invoicing.
• PMP certification or formal project management training is an asset but not required.
• Experience in the food processing, manufacturing, or consumer packaged goods industry is considered an asset.
• Strong financial acumen, with the ability to read, interpret, and summarize budgets, P&Ls, and transactional data for a non-financial audience.
• Excellent project management skills, including planning, prioritization, and the ability to manage multiple concurrent initiatives.
• Exceptional organizational skills with a high level of attention to detail and follow-through.
• Outstanding written and verbal communication skills, with the ability to interact professionally with senior executives, Board members, and external partners.
• Advanced proficiency in Microsoft Excel, PowerPoint, and Outlook; familiarity with ERP and project management tools is an asset.
• High degree of discretion, integrity, and sound judgment when handling confidential financial and strategic information.
• Ability to work independently in a fast-paced environment, anticipate needs, and manage shifting priorities with minimal direction.
• A collaborative, service-oriented mindset with the flexibility to move fluidly between strategic project work and hands-on administrative support.

What you should expect...

• Competitive base salary with performance-based incentive.
• Comprehensive benefits package including extended health, dental, vision, and life insurance.
• Paid vacation and sick leave.
• Direct exposure to senior Finance leadership and cross-functional strategic initiatives within a growing, family-owned organization.