Senior Executive Assistant

Purolator Inc.; Mississauga; On-site; CAD 70,000 - 95,000; Full time

Job summary

Purolator Inc. in Mississauga is seeking an experienced Executive Assistant to support the Vice President and the corporate sustainability team. The role requires meticulous calendar management, travel planning, expense processing, and preparation of reports and materials.

You will coordinate meetings, organize events, handle invoices, and ensure timely communication across internal partners. Strong MS Office 365 and SAP Ariba skills, excellent written and verbal communication, and the ability

Qualifications

• 5+ years of experience as an Executive Assistant, preferably in a fast-paced environment.
• Proficiency with MS Office 365 including Word, Teams, Excel, PowerPoint, and Outlook, and SAP Ariba.
• Exceptional verbal and written communication skills; strong interpersonal abilities.

Responsibilities

• Prepare and coordinate purchase orders and goods receipts for the department, providing guidance and training to team members on the process.
• Create, maintain, and consolidate various reports, including forecasts for leadership in different formats and frequencies.
• Organize and coordinate in-person and virtual meetings, including scheduling, preparing agendas, setting up materials and equipment, arranging guest speakers, and providing refreshments.
• Lead the coordination of large-scale events such as team planning meetings, team-building activities, training sessions, and special events.
• Assist with the administration of departmental programs (e.g., Service Awards, Appreciation Program) to promote engagement and recognition.
• Manage and prioritize the VP's calendar, optimizing schedules to ensure key priorities are addressed.
• Manage invoices, expenses, reimbursements, office supply orders, travel arrangements, and itineraries to ensure seamless operations.
• Regularly communicate task prioritization to align team goals with department objectives.
• Prepare daily status updates and reports to keep leadership informed on key activities.
• Coordinate and track team assets and resources, ensuring timely follow-ups.
• Monitor and ensure the completion of all required training and certifications within the team.

Skills

Executive support

Calendar management

Verbal communication

Interpersonal skills

Tools

SAP Ariba

Job description

As Canada’s leading integrated freight, package, and logistics provider, we’ve been helping promises get where they need to be for more than 60 years. How does the magic happen? The journey starts with you. The places we go, the elements we brave, the promises we deliver – it’s all possible because of our people. So, whether you’re looking to build new skills, make an impact in your community, or inspire your team, we go there for you.

Description

Reporting to the Vice President, Corporate Sustainability Officer, this role will provide essential administrative support to the department. You will be responsible for ensuring accurate data reporting related to compliance and financial needs, and for coordinating various administrative tasks. You'll work closely with internal teams and external partners, fostering strong relationships across departments. This role requires someone who is highly organized, self-motivated, and capable of managing multiple priorities efficiently.

Responsibilities

• Prepare and coordinate purchase orders and goods receipts for the department, providing guidance and training to team members on the process.
• Create, maintain, and consolidate various reports, including forecasts for leadership in different formats and frequencies.
• Organize and coordinate in-person and virtual meetings, including scheduling, preparing agendas, setting up materials and equipment, arranging guest speakers, and providing refreshments.
• Lead the coordination of large-scale events such as team planning meetings, team-building activities, training sessions, and special events.
• Assist with the administration of departmental programs (e.g., Service Awards, Appreciation Program) to promote engagement and recognition.
• Manage and prioritize the VP's calendar, optimizing schedules to ensure key priorities are addressed.
• Manage invoices, expenses, reimbursements, office supply orders, travel arrangements, and itineraries to ensure seamless operations.
• Regularly communicate task prioritization to align team goals with department objectives.
• Prepare daily status updates and reports to keep leadership informed on key activities.
• Coordinate and track team assets and resources, ensuring timely follow-ups.
• Monitor and ensure the completion of all required training and certifications within the team.

Experience

• 5+ years of experience as an Executive Assistant, preferably in a fast-paced and dynamic environment.
• Strong proficiency with MS Office 365, including Word, Teams, Excel, PowerPoint, and Outlook, and SAP Ariba.
• Exceptional verbal and written communication skills.
• Strong interpersonal skills with the ability to collaborate across teams and with external partners.
• Attention to detail, resourcefulness, and excellent problem-solving abilities.
• Critical thinking skills with the ability to make informed decisions independently.
• The ability to prioritize tasks effectively to manage multiple responsibilities simultaneously.

POSTING DETAILS
Location: 530 - Corporate
Working Conditions: Office Environment

Purolator is an equal opportunity employer committed to diversity and inclusion. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Indigenous status or any other factors considered discriminatory. If you require an accommodation during the recruitment process, we will work with you to meet your needs.

At Purolator, we are committed to ensuring our recruitment process is fully compliant with Canadian law. As part of the first round of pre-screening, the application process may involve the integration of human oversight with an automated AI solution (“AI Tool”) to assist in evaluating candidate qualifications for the position for which they are applying. This AI Tool assists in automating certain stages, such as resume screening and skills assessments, and helps expedite getting to the initial communication stage with candidates. Any personal information shared with Purolator will be used strictly for the purposes of these job applications in compliance with applicable privacy law. If you have any questions about the process, please contact: [e-mail]

We recognize that our employees and their families are key stakeholders. We will only be successful as a business if we provide our employees with a safe and healthy workplace and we have the right people in the right roles with the support they need to succeed. We hire for attitude and train for skills. To learn more about us and our values, go to www.purolator.com.
At Purolator, every day is an opportunity for our employees to connect with one another and with our customers to help make a positive impact in the communities where we live, work and play.

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