Executive Assistant

MealSuite, an Inc. 5000 Fastest-Growing Company, is a privately owned SaaS organization with 130 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 as needed 
• 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, presentations, and reports  
• 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 (our CEO is located in Canada but travels to Dallas monthly)
• 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
• 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!  

Why you’ll love 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 focus on creating a progressive culture that values teamwork, listens to all voices and entrusts team members with tasks that make a significant impact within our industry. Learn more about our values at MealSuite.com/Careers and see what our teammates have to say about working for MealSuite.

We take care of our employees too! Here are just a few of the great things we offer:

• Unlimited paid time off. Yea