Team Assistant

TEAM ASSISTANT at Pacific Smoke International Inc.

Hybrid 3- days in office

This is a 6-month contract position with the potential to transition into a full-time, permanent role.

Do you believe that a company’s success depends on its people? If so, PSI is the place for you! PSI is nothing without the people who build, design, and support it. We’re looking for an Executive Assistant to join our scaling organization.

At Pacific Smoke International, our mission is to help people quit smoking by providing safer alternatives to traditional cigarettes. As the leading distributor of electronic vaporizers and award-winning vaping products in Canada, we've made significant progress since our founding in 2013. We are excited to expand our company into the US market. We are looking for a culturally aligned Team Assistant to join our dynamic team to support our leadership in Canada and the US. We have much more to accomplish for our customers, and we're excited to find the right individual to help us achieve our goals.

What’s Important To Us

We are seeking to attract individuals who share and demonstrate our core values: Judgement, Curiosity, Agility, Results, Accountability, Teamwork.

We are seeking a highly organized and proactive Team Assistant to provide comprehensive support to our Sales Management Team. The ideal candidate will be a skilled multitasker with excellent communication and problem-solving abilities, capable of anticipating needs and executing tasks with precision. As an integral part of our organization, you will contribute to the smooth operation of our business by managing administrative tasks, coordinating schedules, facilitating effective communication, and conducting extensive research to support strategic decision-making.

The Team Assistant Will

Research and Proposal Development

• Conduct in-depth research on various topics, citing reliable sources for reference.
• Draft proposals, memos, and reports for Sales Management Team’s review and approval, ensuring accuracy, clarity, and alignment with organizational goals.
• Collaborate with executives to refine proposals, incorporating feedback and making revisions as necessary.

Administrative Support

• Manage the Sales Management Team’s calendar, scheduling appointments, meetings, and conference calls.
• Prepare and edit correspondence, presentations, and reports on behalf of the Sales Management Team.
• Coordinate travel arrangements, including flights, accommodations, and transportation, ensuring cost-effectiveness and a smooth travel experience.
• Handle expense reporting, reimbursement, and budget tracking for the Sales Management Team.

Communication and Coordination

• Serve as a central point of contact for internal and external stakeholders, effectively filtering and prioritizing communication.
• Collaborate with other departments to gather and provide necessary information for executive decision-making and project coordination.
• Assist in the preparation of internal and external meetings, including agenda development, materials preparation, and follow-up action items.

Information Management

• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Organize and manage electronic and physical files, ensuring quick retrieval of documents when needed.
• Conduct research and gather information as required to support executive decision-making and projects.
• Proactively identify and address time-sensitive tasks and potential scheduling conflicts to optimize the Sales Management Team’s efficiency.
• Assist in managing and prioritizing tasks, ensuring deadlines are met and projects stay on track.

Special Projects and Initiatives

• Participate in company-wide initiatives, events, and projects as assigned.
• Provide project management support, coordinating tasks and ensuring timely completion of deliverables.

To Be Successful You Should Have

• Bachelor’s degree in business administration, Communications, or a related field preferred.
• Proven experience as an executive assistant or in a similar administrative role.
• Bilingualism in both Mandarin Chinese and English is a strong asset.
• Ability to travel several times per year, including international trips.
• Excellent proficiency in office software (Microsoft Office Suite, Google Workspace, etc.).
• Exceptional organizational skills with a keen attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks simultaneously and work independently.
• Demonstrated ability to handle confidential information with integrity.
• Flexibility to adapt to changing priorities and work effectively under pressure.
• Professional demeanor and strong interpersonal skills.

Benefits

• Competitive salary and performance bonus
• Opportunities to grow within a fast-paced, innovative company
• Health Benefits
• Paid time off

If you are a results-driven, self-motivated individual who thrives in a collaborative and fast-paced environment, we invite you to join our team at PSI. You will have the opportunity to make a meaningful difference in the lives of people nationwide while working in an inclusive and supportive environment.

Thank you to all the applicants who have shown interest in this position. We appreciate the time and effort you have taken to apply.

While we carefully review every application we receive, we regret to inform you that only the candidates who are being considered for further evaluation will be contacted.

Pacific Smoke International is an equal opportunity employer and encourages all qualified candidates to apply. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), we are committed to providing accommodations for people with disabilities to support their participation in all aspects of the recruitment and selection process.