Executive Assistant

Position Summary

Dan D Foods Canada is seeking a highly organized, proactive, and resourceful Executive Assistant to provide direct support to the Chief Staff Officer.

The Chief Staff Officer has broad oversight across the Group’s business operations and works closely with multiple functions and business units. The Executive Assistant will serve as a key support partner, helping manage priorities, coordinate across departments, follow up on key initiatives, and ensure important matters move forward in a timely manner.

This is not solely a traditional administrative support role. The successful candidate will have exposure to different areas of the business and will be expected to understand priorities, anticipate needs, follow through on commitments, and communicate effectively with employees at all levels.

Key ResponsibilitiesExecutive Support

• Provide day-to-day executive support to the Chief Staff Officer.
• Manage calendar, meetings, appointments, and scheduling priorities.
• Coordinate internal and external meetings and prepare necessary materials.
• Manage correspondence, documents, reports, and other information on behalf of the Chief Staff Officer.
• Prepare presentations, reports, meeting materials, and summaries as required.
• Arrange business travel, accommodations, itineraries, and related logistics.
• Handle confidential and sensitive information with discretion and professionalism.
• Anticipate upcoming needs, deadlines, and priorities and proactively provide support.

Business & Operational Coordination

• Support the Chief Staff Officer in coordinating activities and priorities across different functions and business units.
• Attend meetings as required, take notes, identify action items, and follow up with responsible parties.
• Maintain action lists and track progress on key initiatives, projects, and management decisions.
• Follow up with department managers and employees to obtain information, reports, and status updates.
• Consolidate information from different departments and prepare clear summaries for management.
• Assist with the coordination of cross-functional projects and special initiatives.
• Help identify outstanding issues, delays, and items requiring management attention.
• Conduct research and gather information to support business discussions and decision-making.
• Assist the Chief Staff Officer in communicating and implementing management priorities across the organization.

Meetings & Follow-Up

• Coordinate management and operational meetings.
• Prepare agendas and collect information from participants before meetings.
• Document key discussions, decisions, responsibilities, and deadlines.
• Follow up after meetings to ensure agreed actions are completed.
• Maintain an organized record of key decisions and outstanding matters.
• Help ensure communication flows effectively between the Chief Staff Officer and different functions.

General Administration

• Maintain organized electronic and physical records.
• Assist with preparation and coordination of company events, visits, and meetings.
• Coordinate with external vendors, business partners, and other parties when required.
• Support special projects and assignments from the Chief Staff Officer.
• Perform other executive and administrative duties as required.

Qualifications

• Diploma or bachelor’s degree in Business Administration, Management, Communications, or a related field preferred.
• Previous experience as an Executive Assistant, senior administrative professional, project coordinator, or similar role.
• Experience supporting a senior executive is preferred.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Strong proficiency in Microsoft Office, particularly Outlook, Excel, PowerPoint, and Word.
• Ability to organize and summarize information clearly and concisely.
• Strong follow-up skills and attention to detail.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.
• Comfortable communicating and coordinating with employees across different departments and levels.
• High degree of discretion and ability to handle confidential information.
• Proactive, resourceful, and able to work independently with limited supervision.

Key Competencies

• Proactive and strong sense of ownership
• Organization and prioritization
• Follow-through and accountability
• Communication and interpersonal skills
• Business awareness
• Problem solving and resourcefulness
• Attention to detail
• Adaptability and flexibility
• Professional judgment and confidentiality
• Ability to work across functions and build effective working relationships

Growth Opportunity

This position provides broad exposure to the Group’s operations and senior management. For a strong performer who demonstrates business understanding, initiative, and leadership potential, the role may provide opportunities to take on increasing responsibility in business operations, project management, or other areas within the Group.

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Dental care
• On-site parking

Work Location: In person