Corporate Executive Assistant

**Exciting Career Opportunity: Join BELFOR as a Corporate Executive Assistant**

**Why BELFOR?**

BELFOR is a global leader in property restoration, helping people and businesses recover from fire, water, storm, and other disaster-related damage. With over 70 years of experience, we’re dedicated to restoring properties and rebuilding lives. Join a team that values excellence, teamwork, and your professional growth in a fast-paced, rewarding industry

**Position Overview**

Reporting to the President, the Corporate Executive Assistant serves as a pivotal extension of the executive office, providing comprehensive administrative and operational support to ensure executive and organizational efficiency. This position demands a proactive and highly organized professional who can manage a diverse array of administrative and operational tasks with precision and discretion. The Corporate Executive Assistant has a high level of confidentiality, ensuring policies, proprietary information and procedures are being followed and protected.

**What We Offer**
- Competitive compensation package
- Comprehensive health, dental, and vision benefits
- Company laptop and cellphone provided
- Paid vacation and RRSP matching program
- Employee and Family Assistance Program (EFAP)
- Leadership development and internal growth opportunities
- Industry-specific training and support

**Key Responsibilities**

**Financial & Procurement Coordination - 35%**
- Monitor and reconcile executive office expenses, manage reporting, and collaborate with finance on reimbursements, forecasting, and budget tracking.
- Handle accounts payable tasks including invoice processing, vendor liaison, and documentation management.
- Provide administrative support to the Director of Assets and Procurement with a focus on financial reporting, insurance tracking, and vehicle-related matters.
- Assist in procurement processes by preparing purchase requests, managing vendor files, and maintaining compliance with procurement policies.

**Operational Support: Fleet, Events & Cross-Functional Projects - 25%**
- Support coordination of the organization’s vehicle fleet including scheduling, maintenance, usage tracking, and compliance reporting.
- Manage national season ticket allocation and distribution, maintaining accurate usage tracking and alignment with guest lists.
- Provide administrative support during large loss events and catastrophic (CAT) activations, ensuring effective coordination and documentation.
- Deliver flexible support across departments within the corporate office on high-priority or time-sensitive projects and operational initiatives.

**Administrative Operations & Communications - 25%**
- Oversee day-to-day operations of the executive office, ensuring efficient workflow, digital filing systems, correspondence, and policy compliance.
- Plan and execute logistics for executive leadership meetings, Board of Directors sessions, and cross-functional gatherings—handling agendas, materials, and follow-up actions.
- Draft, edit, and manage confidential communications and documentation on behalf of the President with a high level of professionalism.
- Represent the executive office in communications with internal departments, board members, and external partners, ensuring accurate and timely information flow.
- Prepare polished reports, business presentations, and executive briefings in support of organizational goals.

**Executive Support & Strategic Coordination - 15%**
- Provide comprehensive administrative support to the President, including proactive calendar management, scheduling, and preparation for high-level meetings across time zones.
- Anticipate executive needs and prioritize engagements in alignment with strategic goals.
- Coordinate all domestic and international travel, including logistics, documentation, and contingency planning.
- Act as the primary liaison for internal and external scheduling, ensuring executive availability is optimized.

**Qualifications**
- 3+ years’ experience in an Administrative, Financial support role, Business Operations Associate, or similar role.
- Proven ability to manage budgets, process financial reports, and handle expense tracking.
- Strong proficiency in Microsoft Office (Excel, Outlook, PowerPoint) and Google Workspace.
- Experience with finance tools (e.g., QuickBooks, Concur, NetSuite, or similar) a plus.
- Exceptional organizational skills and the ability to multitask under pressure.
- Excellent written and verbal communication skills.
- High level of professionalism, confidentiality, and judgment.
- Bachelor’s degree in Business Administration, Finance, or related field preferred

**Accessibility Statement (AODA - Ontario only)**:
BELFOR (Canada) Inc. is committed to providing a barrier-free work environment and will accommodate applicants with disabilities throughout the recruitment process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Ri