Executive Assistant

Job Details

Job Title: Executive Assistant

Location: Mississauga

Work Arrangement: Hybrid

About the Role

Reporting directly to the CEO and CFO of Caldic North America and will also support the Head of Operations and Supply Chain, the Executive Assistant plays a critical role in supporting the daily operations and strategic initiatives of the Executive Office. This position requires exceptional organizational, communication, and multitasking skills, along with a high degree of professionalism, confidentiality, and discretion. The role also involves coordination with the Senior Leadership Team (SLT) and serves as a liaison between internal and external stakeholders.

Key Responsibilities

Executive Support:

• Proactively manage the calendars of the CEO and CFO, including scheduling meetings, calls, events, expense reimbursement filing and travel arrangements across multiple time zones.
• Managing travel arrangements and expense reimbursement filing for the Head of Operations and Supply Chain
• Coordinate and prioritize day-to-day workflow, anticipate needs, and ensure the executives are prepared for meetings, presentations, and travel.
• Draft, edit, and manage correspondence, agendas, minutes, and reports.
• Track and follow up on key actions, deadlines, and deliverables to ensure completion.
• Coordinate signature of confidential documents and approvals on behalf of the executives utilizing DocuSign or other signature authorization software.
• Serve as a gatekeeper, professionally managing inquiries and access to executives.
• Required full-time in-office presence when Executive Leadership Team (ELT) members are onsite.

Meeting & Event Coordination:

• Organize and support executive meetings, board presentations, Senior Leadership Team offsites, financial updates, quarterly town halls, and other leadership events.
• Prepare, proof, and enhance presentations, communications and reports using PowerPoint, Word and Excel.
• Liaise with the Executive Assistants to the Global CEO and Global CFO at Caldic BV on scheduling, travel, and planning.

Administrative & Operational Support:

• Maintain electronic and paper filing systems, ensuring easy retrieval and confidentiality.
• Manage executive expenses, credit card reconciliations, and travel documentation.
• Order and maintain office supplies and assist with general office management.
• Collaborate with local facility and office management personnel.
• Support other departments with administrative tasks and special projects as needed.

Qualifications & Skills

• Post-secondary education in Business Administration or a related field required.
• Minimum 5 years of experience supporting C-level executives, ideally in a global or matrixed environment.
• Experience coordinating complex travel and events.
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word).
• High degree of professionalism, confidentiality, and discretion in dealing with sensitive information.
• Strong written and verbal communication skills.
• Strong attention to detail, organizational skills, and ability to manage multiple priorities.
• Self-starter with a proactive mindset and ability to work independently under pressure.
• Flexible working schedule and ensuring in-office presence when Executive Leadership Team members are in-office; minimum 3 days a week in-office

About Caldic

At Caldic, we’re a global leader in distribution solutions, serving diverse markets across the world. Joining us means becoming part of an entrepreneurial, collaborative, and innovation-driven team.

We offer:

• Global opportunities with rapid career growth and development
• An inclusive, diverse, and dynamic work environment
• The chance to shape the future of specialty ingredient solutions across industries like food, pharma, personal care, and more

We operate in 43 countries around the world. Our innovative solutions are tailored to meet the needs of industries such as food, pharma, personal care, and industrial markets, ensuring sustainable success for all stakeholders. To learn more, visit: www.caldic.com

Ready to Join Us?

If you're ready to take your career to the next level and join a global leader, apply now at Caldic!

Equal Opportunity Employer

Caldic celebrates diversity and is committed to fostering an inclusive work environment. We do not discriminate on the basis of race, religion, gender, or any other characteristic.