Executive Assistant

4 months ago

Cambridge, Canada MealSuite Full time

MealSuite, an Inc. 5000 Fastest-Growing Company, is a privately owned SaaS organization with 130 team members across Cambridge, ON, Canada, Dallas, TX, USA, and Ho Chi Minh City, Vietnam. Our **suite of end-to-end foodservice technology solutions** helps professionals across healthcare and aging services streamline their operations, save time, reduce food waste, and meet regulatory requirements, so they can focus on what matters most: improving the quality of patient and resident care.

A career with MealSuite offers the innovation and agility of a startup matched with the stability of an established company in a growing industry.

We're looking for our next organized and motivated **Executive Assistant** to join our team. You'll manage the CEO's inboxes and calendars, assist with travel and event planning, and act as point of contact between clients, partners, and the leadership team.

**A day in the life as an Executive Assistant**:

- Manage the CEO's various inboxes and calendars and act as gatekeeper as needed
- Manage recurring and ad-hoc domestic and international travel for the CEO, leadership and other internal teams, including transportation, accommodations, bookings, contract negotiations, and meals; foresee any other travel-related needs and logistics, ensuring seamless execution
- Facilitate executive leadership meeting administration such as booking meetings, creating agendas, taking meeting minute notes, and following up on outstanding tasks
- Prepare and format internal and external correspondence, including memos, presentations, and reports
- Act as CEO's personal assistant on daily tasks such as booking appointments or ad-hoc errands as required
- Work collaboratively with Office Coordinators to plan employee and team events such as the yearly North American company-wide summit/retreat
- Act as backup for Office Coordinators
- Ensure the privacy of the CEO's information

**If the below describe your knowledge, experience and character, then this role could be for you**:

- I have proven experience as an Executive or Personal Assistant
- I gained my knowledge through 3+ years of experience directly supporting a C-level executive
- I have experience with the Microsoft Office & 365 suite, including Outlook, Teams, Excel, and PowerPoint
- I have worked with financial data and ideally have experience tracking and reconciling expenses
- I'm exceptionally organized and a successful multi-tasker
- I get most excited about problem solving and can proactively foresee and act upon future needs
- I have a proven ability to maintain a high level of professionalism and confidentiality
- I have experience working for a globally dispersed company
- I'm willing to occasionally travel and have a valid passport and no travel restrictions that limit my ability to cross the border between Canada and the USA (and Vietnam if required for role).
- I thrive in an agile environment that is constantly changing and encourages team members to collectively collaborate and communicate
- I love to be directly involved in projects and initiatives that offer continued learning and endless opportunity to express my ideas and build my leadership skills

**Why you'll love working at MealSuite**:

- ** We are passionate people that care about others.** The heart of what we do comes down to our mission to: _Deliver smiles and satisfaction to the continuum of care through an all-in-one foodservice management technology. _Learn more about what we do here.

**We take care of our employees too **Here are just a few of the great things we offer:

- ** Unlimited paid time off** - yeah, you read that right We trust our employees to build their own version of balance so they can feel rejuvenated to bring their best every day.
- ** Healthcare and dental benefits,** including extended health care (paramedical services for physical and mental health), critical illness, life insurance, travel medical insurance, access to Teladoc medical experts and long-term disability, and a discounted gym membership.
- ** Opportunities for career development and advancement**:
**Have we got your attention? Great Here's what's next**:

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