Senior Executive Assistant

Please note: This role is not with Northern Primrose Consulting.

We’re managing the hiring process on behalf of one of our clients, a family-owned industrial refrigeration company that has been operating across Ontario for over 20 years. The position is full-time, permanent and in office at their Mississauga location. If hired, you’ll be employed directly by our client, not by Northern Primrose. The company name will be shared with candidates in the first interview. The details below should give you a clear picture of the role and environment in the meantime.

We are seeking a Senior Executive Assistant to lead executive support for the leadership team. This role will manage the executive’s inbox, calendar, and priorities, own complex travel for multiple people, review and track invoicing and build the standard operating procedures (SOPs) that keep the office running consistently.

This is a full-time, in office position open to qualified candidates able to commute to Mississauga. The ideal candidate has years of experience supporting senior executives, catches the details others miss, and is comfortable owning a process from start to finish. Please note: all applications are reviewed by HUMANS. AI is not used to screen, assess, or select applicants.

Responsibilities

Executive Support

• Manage the executive’s inbox, calendar, and priorities, and keep them informed of upcoming commitments and deadlines
• Prepare briefing notes, agendas, and follow-up actions for meetings
• Act as the main point of contact between the executive and internal teams, clients, and vendors
• Maintain confidentiality and secure data

Travel Management

• Plan and book travel for multiple people at once, including flights, accommodation, ground transportation, and meals
• Build detailed itineraries covering confirmations, loyalty numbers, site addresses, and meeting times so no detail is missed
• Handle changes, delays, and cancellations quickly and keep every traveller informed
• Track travel spend and reconcile receipts and expenses

Invoicing and Bookkeeping

• Review and track client invoices accurately and on time
• Follow up on outstanding invoices and escalate overdue accounts
• Process vendor bills, expense reports, and receipts
• Update budgets and keep financial records organized for the accounting team

Process and SOPs

• Write, maintain, and update SOPs for administrative and office processes
• Make sure SOPs are followed consistently across the team
• Identify gaps in current workflows and implement improvements

Office Management

• Work alongside the Executive Assistant to keep office administration, documents, contact databases, and supplies organized
• Organize team communications and organizational events, both internal and external

Qualifications

• Education: High school diploma or equivalent; college diploma preferred
• Experience: 5+ years of experience supporting senior level executives
• Travel Coordination: Proven experience booking complex travel for multiple travellers at once
• Financial Skills: Experience reviewing and tracking invoices in QuickBooks or similar accounting software, plus budget and expense management
• Process Documentation: Experience writing SOPs, with samples available on request
• Technical Skills: Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, and Teams
• Communication: Excellent written and verbal communication skills, strong interpersonal skills to build relationships with stakeholders

Nice to Haves

• Experience with ClickUp
• Experience in industrial refrigeration, HVAC, construction, or another trades or field service business

Hiring Process

1. Application/questionnaire
2. 5-minute video submission
3. 60-minute technical interview (includes live testing of knowledge in applications, SOP writing and travel planning)
4. 30-minute culture interview
5. 45-minute final interview (in-office)

Compensation

• $85,000 per year
• 120 hours (3 weeks) of paid vacation (accrued)
• 40 hours of paid sick/personal/mental health time per year (after 90 days)
• Dental & vision care
• Extended health care
• Life insurance

About the Company
We are a family-owned and long-standing leader in the industrial refrigeration sector across Ontario. For over 20 years, we have built a reputation for quality and dependable service, driven by our team of dedicated professionals. Join us as we continue to raise the benchmark of excellence in our industry.

Diversity, Equity and Inclusion
Our client is an equal opportunity employer and supports all persons of diverse backgrounds. We are dedicated to building a team where every employee feels respected and valued. We believe that strength lies in our differences and aim to bring a wealth of experiences that drive success.