Executive Assistant/office Services Coordinator

**Job Description**:
**OVERVIEW**:
**KEY ACCOUNTABILITIES**:
**Executive Assistant Responsibilities**
- Full administrative support for the Canadian Leadership Team, supporting 5 Executives (3 on site, 2 remote): President (local), VP Finance (local), Canada HR Lead (local), VP Sales/Market Strategy (remote), and VP Brand (remote).
- Duties include: complex calendar management, global and domestic travel coordination (flights, hotels, car rentals), daily scheduling, meeting setup, tech prep, catering, expense report submission, management of distribution lists, presentation preparation.
- Manage weekly Leadership Team meeting agendas: create and distribute agendas, collect inputs, and manage follow-ups.
- Act as a liaison between senior leaders and internal/external stakeholders, including customers, vendors, and industry partners.
- Collaborate with Executive Assistants across North America on key, cross-functional initiatives and meetings.

**Company-wide Meeting & Event Coordination**
- Lead coordination of monthly in-person Company Town Halls: manage agenda development, collect and edit slides, liaise with presenters, coordinate AV setup with IT, run the live event.
- Coordinate other company-wide meetings as required (e.g., Mid-Year Meeting, New Year Meeting, North American Meetings), including logistics, communications, and on-site support.

**Office Services Support**
- Serve as the primary liaison for all building and landlord-related issues, including facility repairs, space planning, and ongoing maintenance.
- Oversee contract/vendor relationships for cleaning services, storage vendors, cafeteria services, and ad hoc repairs.
- Manage day-to-day operations of the Mississauga office, including mailroom oversight, supply ordering, seating plans, office organization, and purchasing.
- Create and track Purchase Orders; maintain office storage areas, including seasonal purging and reorganization.

**Other Responsibilities**
- Lead coordination of internal and external Rewards & Recognition programs: manage nomination process, organize events, procure awards, and handle logistics.
- Provide ongoing support to the HR team, including onboarding coordination (new hire kits, workspace readiness), service anniversary tracking, and ad hoc project support.
- Support internal communication efforts by contributing to leadership updates, newsletters, or internal announcements, as needed.
- Continuously looking for opportunities to streamline processes, improve operational efficiency, and elevate the employee experience.

**MINIMUM QUALIFICATIONS**:

- Minimum 4 years of experience supporting senior leaders in an Executive Assistant, Office Manager, or hybrid support role. Previous experience supporting multiple leaders with equally complex schedules
- Proven ability to make independent decisions and exercise sound judgment with mínimal supervision.
- Highly professional and discreet, with the ability to handle sensitive topics and confidential information.
- Skilled in written and verbal communication; confident when interacting with all levels of an organization.
- Strong organizational and time management skills; able to balance and prioritize competing demands.
- Detail-oriented and resourceful, with the ability to anticipate needs and problem-solve proactively.
- Proficient in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams), virtual meeting platforms, and internal systems for travel and expense management.
- Requirement to work on site at the Mississauga office 3 days per week (Tuesdays, Wednesdays, and Thursdays).

Company Overview:
We exist to make food the world loves. But we do more than that. Our company is a place that prioritizes being a force for good, a place to expand learning, explore new perspectives and reimagine new possibilities, every day. We look for people who want to bring their best — bold thinkers with big hearts who challenge one other and grow together. Because becoming the undisputed leader in food means surrounding ourselves with people who are hungry for what’s next.