Who we are:
The Floral Express is a family-owned and operated company. Our primary focus is wholesale fresh-cut flowers procured directly from the farm and delivered to our amazing customers, such as grocery chains, florists, and event specialists.
We love what we do, and we are growing! We deliver our products across Ontario, into the Maritime provinces and down into the USA. We appreciate our customers’ need for fresh products, which has led to our sales and supply chain design, enabling us to deliver the freshest products possible! As a team, we are striving to become a leading floral products wholesaler in North America, and we plan to achieve this by continuing to deliver exceptional value, offering a broad assortment of high-quality floral products at competitive pricing, along with the support of our exemplary customer service. We are committed to making Floral Express a great workplace through the best management practices, fair compensation, and an excellent company culture encompassing employee wellness and wellbeing.
Floral Express seeks a motivated and results-driven Executive Assistant. This position is full-time, working our core hours of 8 am to 5 pm (42.5 hours per week).
The position:
The Executive Assistant supports Floral Express’ vision of being the leading floral wholesaler, driving innovation, delivering an exceptional customer experience, fostering growth, and creating a vibrant, supportive workplace where every team member thrives by providing high-level administrative support directly to the President, ensuring their daily operations run smoothly, efficiently and professionally, contributing to the overall success of the company.
This role involves managing emails and complex calendars, handling communications, preparing reports and presentations, assisting with any special projects, and providing HR support. The Executive Assistant will act as a liaison between leaders, ensuring effective and efficient communication.
What you will do:
- Administrative Support: Provide high-level administrative support to the President, including managing calendars, scheduling meetings, coordinating travel arrangements, and drafting, reviewing, and sending communications. Reviewing incoming communications (emails, mail, etc.) and prioritizing and distributing to the appropriate person
- Meeting Coordination: Prepare agendas, take minutes, and follow up on action items from meetings. Ensure leadership team members are well-prepared for all meetings.
- Project Management: Assist in the planning and execution of special projects. Track project timelines and deliverables, ensuring deadlines are met.
- Document Management: Organize and maintain files, records, and documents. Ensure all documentation is up-to-date and easily accessible.
- Event Planning: Coordinate and manage company events, conferences, and executive off-sites.
- Research and Reporting: Conduct research and compile data to support executive decision-making. Prepare reports, presentations, and other documents as needed.
- Confidentiality: Handle sensitive information with the utmost discretion and maintain confidentiality at all times.
- Human Resources Support: Assist with human resources activities, including drafting employment agreements, onboarding/offboarding, facilitating surveys, maintaining employee records, and coordinating various HR-related communications.
- Confidentiality: Handle sensitive and confidential information with the utmost discretion and always maintain confidentiality.
- Perform other related duties as assigned.
What you bring to the position:
Required Qualifications and Experience
- College diploma or certificate in office administration, human resources or related field
- 5 + years of proven experience as an executive assistant, human resources assistant, or in a similar role supporting senior executives.
- Experience in managing calendars and handling communications.
Knowledge, Skills, and Abilities
- Demonstrated ability to exercise absolute discretion and maintain confidentiality.
- Exceptional organizational skills with demonstrated attention to detail.
- Excellent communication and interpersonal skills, with the ability to interact with all levels of the organization.
- Excellent skills and knowledge of Microsoft Office products (Outlook, Word, Excel)
- Professional demeanour with a strong sense of drive and initiative.
- Ability to work under pressure, flexible and adaptable to changing priorities.
What we offer:
- Competitive wage.
- Collaborative and inclusive work environment.
- Comprehensive training programs.
- Opportunity to work with a dedicated team of peers who share similar values.
If you want to work in a positive, challenging, and safe environment where your contributions are valued, please send us your resume AND complete the following assessment, which can be done using this link:
Floral Express is dedicated to fostering an accessible environment for both current and prospective employees. We strive to offer suitable accommodation throughout the entire recruitment process. If you require any accommodation, please let us know.
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