Executive Assistant

MealSuite, an Inc. 5000 Fastest-Growing Company, is a privately owned SaaS organization with 140 team members across Cambridge, ON, Canada, Dallas, TX, USA, and Ho Chi Minh City, Vietnam. Our suite of end-to-end foodservice technology solutions helps professionals across healthcare and aging services streamline their operations, save time, reduce food waste, and meet regulatory requirements, so they can focus on what matters most: improving the quality of patient and resident care.

A career with MealSuite offers the innovation and agility of a startup matched with the stability of an established company in a growing industry.

We’re looking for our next organized and motivated Executive Assistant to join our team.  You’ll  manage the CEO’s inboxes and calendars, assist with travel and event planning, and act as point of contact between clients, partners, and the leadership team.

A day in the life as an Executive Assistant:

• Manage the CEO’s various inboxes and calendars and act as gatekeeper when needed
• Schedule on-site and virtual meetings with internal and external stakeholders across a variety of time zones
• Manage recurring and ad-hoc domestic and international travel for the CEO, leadership and other internal teams, including transportation, accommodations, bookings, contract negotiations, and meals; foresee any other travel-related needs and logistics, ensuring seamless execution
• Facilitate executive leadership meeting administration such as booking meetings, creating agendas, taking meeting minute notes, and following up on outstanding tasks
• Prepare and format internal and external correspondence, including memos, reports, and monthly townhalls
• Act as CEO’s personal assistant on daily tasks such as booking appointments or ad-hoc errands as required
• Work collaboratively with Office Coordinators to plan employee and team events such as the yearly North American company-wide summit/retreat
• Act as backup for Office Coordinators
• Ensure the privacy of the CEO’s information

If the below describe your knowledge, experience and character, then this role could be for you:

• I have proven experience as an Executive or Personal Assistant
• I gained my knowledge through 3+ years of experience directly supporting a C-level executive
• I have experience with the Microsoft Office & 365 suite, including Outlook, Teams, Excel, and PowerPoint
• I have worked with financial data and ideally have experience tracking and reconciling expenses
• I’m exceptionally organized and a successful multi-tasker
• I get most excited about problem solving and can proactively foresee and act upon future needs
• I have a proven ability to maintain a high level of professionalism and confidentiality
• I have experience working for a globally dispersed company
• I’m willing to occasionally travel and have a valid passport and no travel restrictions that limit my ability to cross the border between Canada and the USA (and Vietnam if required for role).
• I thrive in an agile environment that is constantly changing and encourages team members to collectively collaborate and communicate
• I love to be directly involved in projects and initiatives that offer continued learning and endless opportunity to express my ideas and build my leadership skills

We know imposter syndrome can be REAL when applying for a new role, but please don't let the confidence gap prevent you from taking a leap and applying for your dream job.  Your future self will thank you!

More to love about working at MealSuite:

• We are passionate people that care about others. The heart of what we do comes down to our mission to Deliver smiles and satisfaction to the continuum of care through an all-in-one foodservice management technology. Learn more about what we do here.
• We’ve built a progressive culture that values teamwork and innovation. We listen to all voices and entrust team members with tasks that make a significant impact on the communities we serve.
• We’re growing sustainably. A career with MealSuite offers the innovation and agility of a startup matched with the stability of an established company in a growing industry.
• We take care of our employees too! Here are just a few of the great things we offer:
• Unlimited paid time off – yeah, you read that right! We trust our employees to build their own version of balance so they can bring their best every day.
• Health benefits – this includes medical, dental, and vision options, life & disability insurance, paid maternity and parental leave, and an on-site gym.
• Hybrid flexibility – we value the collaboration, mentorship and learning that come from physically working next to one another, as well as the benefits that remote work can offer.
• Work-life balance – this is supported by the fact that more than 90% of current employees agree that their leader supports their wellbeing.
• An inclusive workplace – women account for 53% of our employees and 58% of people leaders.
• Participation in our equity program and 401(k) plan – we are committed to helping you plan for your future!
• Opportunities for career development and advancement – we support our employees in pursuing and achieving their professional goals.
• Purposeful work with a positive community impact – more than 90% of our North American employees agree that the company’s purpose aligns with their personal values. Learn more about our values at MealSuite.com/Careers.

This role will require you to work in our office located in Dallas, ON, up to 3 days a week. More than an hour away from the office location?  Apply anyway, and we can talk through your options!

Have we got your attention? Great! Here’s what’s next:

Apply today with your resume and answers to our application questions.

We’ll start reviewing candidates within two weeks of this position being posted and will reach out to you if we’d like to get to know you a bit better.  We often get hundreds of applications for our roles (we feel very honoured that so many people are interested!) and try our best to get back to each person.  If there’s a delay in our response, please don’t think we’ve forgotten about you.  We may be taking our time to thoroughly review each candidate before deciding who to interview.

We want to ensure that every qualified individual has an equal opportunity to work with us. If you require accommodation to our application process, please contact [email protected].