About this Executive Assistant – 1-Year Contract, Part-Time (Monday-Wednesday) role at Rhenus
Rhenus · Onsite · Mississauga, ON, Canada
What You Can Expect:
- Provide confidential administrative support to the CFO and Canadian Leadership Team.
- Manage complex calendars, schedule meetings, and coordinate appointments across multiple stakeholders.
- Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
- Prepare and edit correspondence, reports, presentations, meeting agendas, and other business documents.
- Coordinate leadership meetings, including meeting logistics, minutes, and follow-up on action items.
- Maintain organized electronic and physical filing systems while handling sensitive and confidential information with discretion.
- Support expense reporting, invoice processing, and other administrative finance-related tasks as required.
- Act as the primary contact for office administration matters, including coordinating with the building landlord, office vendors, and service providers.
- Assist with office moves, maintenance requests, office supplies, and general workplace coordination.
- Support special projects and provide administrative assistance to the Regional Shared Services team as needed.
- Collaborate with internal departments and external partners to ensure efficient business operations.
- Plan and organize internal and external company events, parties, and offsite meetings.
- Manage event budgets, track expenses, and handle vendor contracts.
- Send invitations, track RSVPs, and coordinate guest lists or seating.
- Handle venue selection, food catering, and audio-visual equipment setup.
- Oversee event timelines on the day of the event to ensure smooth operations.
- Support the planning and coordination of an upcoming office relocation and construction project.
- Coordinate with contractors, vendors, building representatives, and internal stakeholders to help keep the project on schedule.
What You Bring:
- 3+ years of experience supporting senior executives, preferably within a corporate environment.
- Previous experience as an Executive Assistant, Senior Administrative Assistant, or similar role.
- Experience in the transportation, freight forwarding, logistics, supply chain, or related industry is considered an asset.
- Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
- Exceptional attention to detail and ability to handle confidential information with professionalism and discretion.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
- Demonstrated ability to work independently while supporting multiple stakeholders.
- Strong problem-solving skills with a proactive, customer-focused approach.
- Flexibility to work 3 days per week (Monday-Wednesday) during a 12-month contract, with occasional additional hours as business needs require.
- Ability to commute to our Mississauga head office for 3 designated days per week.
- This position requires regular work from our two Mississauga office locations.
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