English/Mandarin Executive Assistant

ENGLISH/MANDARIN EXECUTIVE ASSISTANT

at Pacific Smoke International Inc.

Hybrid (1-3 days on-site)

Do you believe that a company’s success depends on its people? If so, PSI is the place for you! PSI is nothing without the people who build, design, and support it. We’re looking for English/Mandarin Executive Assistant to join our scaling organization.

At Pacific Smoke International, our mission is to help people quit smoking by providing safer alternatives to traditional cigarettes. As the leading distributor of electronic vaporizers and award-winning vaping products in Canada, we've made significant progress since our founding in 2013. However, we have much more to accomplish for our customers, and we're looking for a culturally aligned English/Mandarin Executive Assistant to join our dynamic team located in Markham.

What’s important to us:

We are seeking to attract individuals who share and demonstrate our core values: Judgement, Curiosity, Agility, Results, Accountability, Teamwork.

We are seeking a highly organized and proactive English/Mandarin Executive Assistant to provide comprehensive support to our Chief Operating Officer (COO). The ideal candidate will be a skilled multitasker with excellent communication and problem-solving abilities, capable of anticipating needs and executing tasks with precision. As an integral part of our organization, you will contribute to the smooth operation of our business by managing administrative tasks, coordinating schedules, facilitating effective communication, and conducting extensive research to support strategic decision-making.

The English/Mandarin Executive Assistant will:

• Conduct in-depth research on various topics, citing reliable sources for reference.
• Draft proposals, memos, and reports for COO’s review and approval, ensuring accuracy, clarity, and alignment with organizational goals.
• Collaborate with executives to refine proposals, incorporating feedback and making revisions as necessary.

Administrative Support

• Manage the COO team's calendar, scheduling appointments, meetings, and conference calls.
• Prepare and edit correspondence, presentations, and reports on behalf of the COO.
• Coordinate travel arrangements, including flights, accommodations, and transportation, ensuring cost-effectiveness and a smooth travel experience.

• Handle expense reporting, reimbursement, and budget tracking for the COO.

Communication and Coordination

• Serve as a central point of contact for internal and external stakeholders, effectively filtering and prioritizing communication.
• Collaborate with other departments to gather and provide necessary information for executive decision-making and project coordination.

• Assist in the preparation of internal and external meetings, including agenda development, materials preparation, and follow-up action items.

Information Management

• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Organize and manage electronic and physical files, ensuring quick retrieval of documents when needed.

• Conduct research and gather information as required to support executive decision-making and projects.

Time Management and Prioritization

• Proactively identify and address time-sensitive tasks and potential scheduling conflicts to optimize the executive team's efficiency.
• Assist in managing and prioritizing tasks, ensuring deadlines are met and projects stay on track.

Special Projects and Initiatives

• Participate in company-wide initiatives, events, and projects as assigned.
• Provide project management support, coordinating tasks and ensuring timely completion of deliverables.

To be successful you should have:

• Bachelor’s degree in business administration, Communications, or a related field preferred.
• Proven experience as an executive assistant or in a similar administrative role.
• Proficiency in Mandarin Chinese for effective communication with stakeholders in China
• Ability to travel several times per year, including international trips.

• Excellent proficiency in office software (Microsoft Office Suite, Google Workspace, etc.).
• Exceptional organizational skills with a keen attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks simultaneously and work independently.
• Demonstrated ability to handle confidential information with integrity.

• Flexibility to adapt to changing priorities and work effectively under pressure.
• Professional demeanor and strong interpersonal skills.

What you can expect from Pacific Smoke International:

At our company, we strive to provide our team members with the best possible support. Here is an overview of the current benefits and perks we offer:

• A total compensation package that includes group benefits program starting from day 1 of joining and year-end performance bonus
• Ongoing learning and development opportunities to help build the career you want and hit the goals you set, while ensuring you’re reaching your fullest potential
• Tuition Reimbursement

• Three weeks of Vacation
• Awards for top performers and employee tenure
• A unique opportunity to build, grow and leave your impact on a US$25-billion industry
• To work with a group of people who are humble, supportive, and care about our customers
• Product at distributor pricing to all employees

• Company events
• EAP (Employee Assistance Program) Program

If you are a results-driven, self-motivated individual who thrives in a collaborative and fast-paced environment, we invite you to join our team at PSI. You will have the opportunity to make a meaningful difference in the lives of people nationwide while working in an inclusive and supportive environment.

Thank you to all the applicants who have shown interest in this position. We appreciate the time and effort you have taken to apply.

While we carefully review every application we receive, we regret to inform you that only the candidates who are being considered for further evaluation will be contacted.

Pacific Smoke international is an equal opportunity employer and encourages all qualified candidates to apply. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), we are committed to providing accommodations for people with disabilities to support their participation in all aspects of the recruitment and selection process.