Executive Assistant

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.
• 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

• 3–5 years of experience as an Executive Assistant or in a similar administrative capacity supporting senior leadership.
• 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.