Executive Assistant

4 weeks ago

Toronto Ontario CA, Ontario Frankensolar Americas Full time

Executive Assistant / HR Specialist

Reporting to: Co-CEOs

Location: Frankensolar Americas Inc. Brampton Ontario (In-office)

Type: Full-time


About Frankensolar:

Frankensolar Americas Inc. (“FSA”) is a leader in photovoltaic product distribution, design, engineering, and project management. Presenting bankable products, from world leaders, of the highest reliability has ensured our position as the partner of choice for many leading installers and projects clients, both in Canada and globally. Frankensolar has sold more solar grid tied equipment than any other Canadian Solar Distributor, and has developed Canada’s most extensive range of Solar Equipment Manufacturers.



The Opportunity

The Executive Assistant / HR Specialist plays a critical role in supporting executive leadership, ensuring smooth business operations, and strengthening HR functions. This role is responsible for administrative coordination, calendar management, HR process execution, and supporting company culture and compliance.


This position is ideal for an organized, adaptable individual who thrives in a dynamic environment, excels at balancing administrative tasks with HR responsibilities, and contributes to the overall organizational effectiveness.

Key Responsibilities & Outcomes

People (HR & Talent Management)

· Assist in recruitment efforts including the creation of job postings, candidate screening, and interview coordination.

· Manage employee onboarding and offboarding, ensuring a smooth experience.

· Support employee engagement initiatives, including company events, town halls, and training programs.

· Maintain HR records, employee files, and compliance with HR policies.

· Oversee benefits administration and vacation tracking through HRIS system (HUMI).

· Support performance management process including annual review cycles and KPI tracking for employees.

Execution (Administrative & Executive Support)

· Manage executive calendars, scheduling internal and external meetings, including with vendors and partners.

· Assist in managing office supplies and ensuring cleanliness to ensure a welcoming environment.

· Serve as the point of contract for in office mail and package deliveries.

· Coordinate catering orders for in office events and meetings.

· Handle travel arrangements, meeting agendas, and preparation of briefing materials.

· Organize and coordinate board meetings, management meetings, including taking detailed meeting minutes and maintaining agenda flow.

· Draft and proofread correspondence, reports, and presentations.

· Assist in implementing HR and corporate governance policies.

· Act as a point of contact for executives, filtering priorities and communications.

Strategy (Process Improvement & Compliance)

· Improve operational efficiency by streamlining administrative and HR processes.

· Support HR compliance efforts related to labour laws, health and safety, and employment regulations.

· Assist in tracking and optimizing HR-related KPIs, including hiring efficiency, retention, and engagement.

Cash (Cost Management & Budgeting)

· Work with the finance team to track HR-related expenses and budget for HR initiatives.

· Assist in payroll processing and benefits cost management.

· Support cost-effective vendor management for HR services, training, and office supplies.


Education:

· Post-secondary diploma or degree in Human Resources, Business Administration or a related field.

· HR certification (CHRP, SHRM, or equivalent) is an asset.

Skills & Qualifications:

· 3-5 years of experience in executive support, HR coordination, or a similar role.

· Strong general knowledge of HR processes, employment standards, employee relations management and best practices.

· Excellent organizational and proactive problem solving.

· Strong organizational and multitasking abilites.

· Excellent communication skills (written and verbal).

· Experience with HUMI or similar HRIS tools.

· Exceptional interpersonal and communication skills.

· Ability to handle confidential information with discretion.

· Proficiency in use of AI, Microsoft Office, and HR software.

· Ability to anticipate needs and proactively solve problems.

· Strong people skills to manage relationships across all levels of the company.

· Highly adaptable, capable of handling changing priorities in a scaling business.

· Highly self-motivated with a strong ability to work independently and take initiative.

About You

· Strong organizational and multitasking abilities.

· Attention to detail and proactive problem-solving.

· Strong HR knowledge and administrative skills.

· Proficiency in use of AI, Microsoft Office, and HR software.

Ideal Candidate Profile

Experience:

· 3-5 years of experience in executive support, HR coordination, or a similar role.

· Previous experience in a fast-paced business environment or high-growth company.

· Knowledge of HR best practices, labor laws, and employee relations.

Education & Certifications:

· Degree or diploma in Human Resources, Business Administration, or a related field.

· HR certification (CHRP, SHRM, or equivalent) is an asset.

Soft Skills:

· Ability to anticipate needs and proactively solve problems.

· Strong people skills to manage relationships across all levels of the company.

· Highly adaptable, capable of handling changing priorities in a scaling business.


Working at Frankensolar has its Perks:

· Competitive base salary and discretionary bonus/incentive pay.

· Paid Time Off including Sick Days and Holidays

· Competitive Benefits Package

· Play a key role in helping champion our brand as an industry leader in this fast-growing business.

· Conveniently located & friendly office environment Brampton, ON.


Frankensolar is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We respect the dignity and independence of people with disabilities and provide accommodation and support to persons with disabilities throughout the recruitment and selection process.

  • Executive Assistant

    4 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada Bay Street Staffing Full time

    Executive AssistantGlobal Asset Management Firm | Downtown Toronto | Onsite, 5x/WeekAbout the RoleOur client, a leading global asset management firm, is seeking a highly skilled and professional Executive Assistant to provide comprehensive support to a core team of five (5) executives while managing expense reporting for an additional seven (7) senior...

  • Executive Assistant to the CEO

    4 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada Optimize Wealth Management Full time

    Company DescriptionOptimize Wealth Management is a premier wealth management firm in Toronto, ON, dedicated to achieving our clients' financial goals. We provide personalized financial solutions and advice, covering services such as financial planning, portfolio management, tax preparation, debt management, and estate planning. Our holistic approach,...

  • Executive Assistant to the COO

    3 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada Hays Full time

    Position Overview: We are seeking an experienced Executive Assistant to support the Chief Operating Officer (COO). This role is an exciting opportunity for a highly organized, proactive individual with strong communication, analytical, and accounting skills. The ideal candidate will possess advanced proficiency in Microsoft Excel and have a solid...

  • Executive Assistant

    4 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada Options Consulting Solutions Full time

    Executive Assistant to Chief Legal Counsel Location: Toronto, ON Schedule: Full-time, 5 days onsiteCompany Overview: Our client, a leading organization is seeking an experienced and dynamic Executive Assistant to provide critical administrative support to the Head of Legal. As an integral part of the broader in-house legal team, you will assist in ensuring...

  • Executive Assistant

    4 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada Robert Half Full time

    Key ResponsibilitiesExecutive Support & OperationsAct as a strategic partner to the CEO, managing correspondence, facilitating communication, and representing the CEO when necessary.Provide proactive administrative support, including email management, briefing materials, and follow-ups on key action items.Oversee the CEO’s schedule, ensuring alignment with...

  • Bilingual Executive Assistant

    3 weeks ago

    Toronto, Ontario, Ontario, Canada Robert Half Full time

    We are offering a contract employment opportunity for a Bilingual Executive Assistant in Toronto, Ontario. The selected candidate will be expected to provide superior administrative support, manage executive-level operations, and maintain a high degree of collaboration with the executives. This is a great opportunity exclusively through Robert Half. Apply...

  • Banquet Director

    4 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada Blue Shock Executive Search Full time

    About Us:Blue Shock Executive Search, established in 2003, is a renowned executive search firm excelling in recruiting top-tier candidates across restaurant, hospitality, and food service-related sectors. As industry leaders, we specialize in forging connections between exceptional talent and leading employers in Canada and the US. Our dedicated team acts as...

  • Partner Executive Assistant- Family Office

    3 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada KPMG Canada Full time

    OverviewAt KPMG, you’ll join a team of diverse and dedicated problem solvers, connected by a common cause: turning insight into opportunity for clients and communities around the world. The Client Administration function is a vital part of the firm’s National Shared Services. This highly skilled group of over 600 administration professionals in 33...

  • Administrative Assistant

    4 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada Career Market Career Choice Full time

    Company DescriptionLight your tomorrow with your Career Choice today. Career Market / Career Choice is a recruitment partner that goes the extra mile to find the perfect candidate for your company. Our professional team specializes in recruiting professionals in various industries such as Accounting, IT, Real Estate, Financial Services, Healthcare, and more....

  • Executive Office Administrator

    3 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada Scopium AI Part time

    Company OverviewScopium AI is a cutting-edge medical technology company specializing in AI-driven diagnostic solutions. Our proprietary platform leverages artificial intelligence to enhance diagnostic accuracy and efficiency in healthcare settings, providing clinicians with advanced decision-support tools. As we continue to expand, we are looking for a...

  • Assistant Store Manager

    4 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada Andrews Full time

    Assistant Store Manager: Role SpecificationAndrews is on a strategic journey to deliver a best-in-class customer experience driven by our transition to a unified commerce business and operating model. The Assistant Store Manager performs an essential role supporting the achievement of the store’s sale target, growth and development of the store team....

  • Executive Assistant

    1 week ago

    Toronto, Ontario, Canada Paradox Immunotherapeutics Full time

    Company Description Paradox Immunotherapeutics is a biotech company based in Toronto, ON, specializing in developing immunotherapies for rare diseases using a successful drug design platform. With a track record in designing drug candidates for amyloidosis, Paradox Immunotherapeutics is dedicated to bringing innovative treatments to patients. This is a...

  • Administrative Assistant

    4 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada One Globe One voice staffing solutions Full time

    Job description Administrative Assistant Your responsibilities The ability to plan, organize, lead, develop and control the company’s resources ensuring that these are optimized and utilized well in accordance with the Company’s objectives Maintain relationships to relevant partners and customers Assist the sales manager, project tracking and...

  • Executive Assistant

    1 week ago

    Toronto, Ontario, Canada York University Full time

    Purpose: Consistently ranked in the top tier of the world's best business schools and #1 in Canada, the Schulich School of Business is known for its global reach, innovative programming and the diversity of its student body, faculty, and staff. Schulich enrolls approximately 3, students annually in undergraduate, graduate, and postgraduate business....

  • Executive Assistant

    3 weeks ago

    Hamilton, Ontario, E8H, Ontario, Canada Insight Global Full time

    Insight Global is seeking an Executive Assistant to join the team at one of our clinical clients in Hamilton, ON. This role will involve a variety of executive-level tasks, including managing schedules, coordinating meetings, handling communications, and organizing key documents. Ideal for a detail-oriented, highly organized, and proactive individual, this...

  • Administrative Assistant

    4 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada Options Consulting Solutions Full time

    ADMINISTRATIVE ASSISTANT (LEGAL)CONTRACT (12 MONTHS)TORONTO, ON/HYBRIDAre you an experienced administrative professional with a keen eye for detail, exceptional calendar management skills, and the ability to support executives across multiple time zones? Do you have a background in legal, compliance, or government relations and thrive in a fast-paced,...

  • Executive Assistant

    7 days ago

    Toronto, Ontario, Canada Paradox Immunotherapeutics Full time

    Company DescriptionParadox Immunotherapeutics is a biotech company based in Toronto, ON, specializing in developing immunotherapies for rare diseases using a successful drug design platform. The company focuses on harnessing the body's immune system to treat lethal deposits in organs and reverse organ damage. With a track record in designing drug candidates...

  • Account Executive

    4 weeks ago

    Toronto, Ontario, C6A, Ontario, Canada Fathom Talent Group Full time

    Account ExecutiveSales · Toronto, Ontario*Ideal candidate for this position will be located near Toronto, Ontario.Consolidated Bottle Corporation (CBC), a Packaging company, is Canada’s premier supplier of rigid packaging and packaging components. We are a $100 million company with 10 straight years of record growth.Don’t know what makes the rigid...

  • Executive Assistant

    4 weeks ago

    Toronto, Ontario, Canada Metabolite Clinic Full time

    Role Description This is a full-time remote role for an Executive Assistant at the Metabolite Clinic. As an Executive Assistant, you will be responsible for scheduling, making new patient charts, new + follow up appointments, answer phone calls between 9 am – 4 pm, responding to e-mails, & submitting e-claims. EMR systems used in our clinic include Telus...

  • Executive Assistant

    3 weeks ago

    Toronto, Ontario, Canada Bay Street Staffing Full time

    Executive AssistantGlobal Asset Management Firm | Downtown Toronto | Onsite, 5x/WeekAbout the RoleOur client, a leading global asset management firm, is seeking a highly skilled and professional Executive Assistant to provide comprehensive support to a core team of five (5) executives while managing expense reporting for an additional seven (7) senior...