Executive Assistant

3 days ago

North York, Canada Vitasoy North America Inc. Full time

Vitasoy International is a leading manufacturer and distributor of plant-based beverages and food listed on the Hong Kong Stock Exchange (HK0345). Established in 1940 by Dr Kwee-seong Lo, we promote sustainable nutrition through our high-quality product portfolio, integrating social responsibility into our business and contributing to the communities that we serve via nutrition -based education programmes. We currently have more than 7,000 employees on the ground in our corporate offices across Hong Kong, Mainland China, Australia, Singapore, Philippines, and North America. Vitasoy USA was founded in 1978 and is accredited as one of the first companies to introduce soymilk to North America. Since then, we have established ourselves as Vitasoy North America, and moved our headquarters to Toronto, Canada and manage our brand portfolios across the US and Canada markets. Our two major brands are VITASOY, nutritious soy and other plant-based beverages, and VITA, tea and other ready to drink beverages.


The position of Executive Assistant is evolving as the company grows so the ideal candidate must have the ability to adapt and be flexible in their roles and responsibilities. As we are a part of a multi-national, global publicly listed company there is a side of the business that is formal and corporate and we must conduct business is a highly professional and structured way. The day to day side of the business is more entrepreneurial and less formal and the focus is more on team work and accomplishing our common goals.




Job Description:

As the primary liaison between executives and internal or external colleagues, you will play a pivotal role in ensuring seamless communication and efficient operations within the organization. Your responsibilities include providing confidential administrative support across various functions:


  • Create and maintain reports, offer project support, conduct research tasks, and manage business travel and seminar arrangements.
  • Schedule and organize meetings, develop agendas, reconcile expenses, and take meeting minutes.
  • Assist in presentation and report development for Board of Director meetings, Board Committee meetings and Management Meetings
  • Review and proof legal documents, ensuring accuracy and compliance
  • Filing and management of all company legal documents, contracts and agreements
  • Assist in the development of corporate communications/correspondence and be accountable for timely distribution of communications (internal and external as required)
  • Organize and provide oversight for corporate initiatives and celebrations as requested
  • Develop and cultivate collaborative relationships with peers, members of the Leadership Team, and external partners
  • Develop effective processes to assure efficient delivery of information
  • Support senior communication with clients, as required
  • Coordinate arrangements for meetings, including beverages, lunches, dinners, etc.
  • Required to learn how to process orders and serve as back up support for Customer Service
  • On and offboarding of staff and additional HR responsibilities may be required on a case by case basis
  • Manage Group Management Risk Online Portal and responsible for inputting all Managers responses and mitigation plans in a timely manner
  • Oversee office supplies, replenishment, and the Employee Purchase Program
  • Responsible for the maintenance and management of Iron Mountain document storage
  • Serve as primary contact and Safety Representative with building management


Job Requirements:

  • Minimum 3 years of diversified administrative experience, including support to Executive Team members
  • Bachelor degree in business, administration or relevant experience
  • Fluent in English, Cantonese and/or Mandarin
  • Strong computer skills and tech savvy – deep understanding of Excel, Word, PowerPoint and Internet tools
  • Basic accounting skills including the ability to prepare and review budgets
  • Must attend off hour video conference meetings with Executives and Board Members in Hong Kong and other countries (approximately 10 times per fiscal year)
  • Ability to travel and be available outside of core office hours when required
  • Familiar with HR preferred but not required

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