Executive Assistant, Canada Sales (70313212)

How You’ll Make an Impact:

As Executive Assistant, you’ll provide critical support to the SVP of Sales, Sodexo Canada, as well as the VP Sales, Corporate Services & Energy & Resources, the VP Sales, Campus & Healthcare, and the VP, Finance – Canada. Beyond managing complex calendars, coordinating meetings and travel, and ensuring seamless daily operations, you’ll play a key role in administering sales governance processes and maintaining compliance. This includes owning SharePoint site administration, and ensuring accurate documentation for audit readiness. From organizing team meetings and client events to preparing expense reports and overseeing office coordination, you’ll serve as a trusted partner to the executives and a central resource for the broader sales organization.

Accountabilities

Executive & Team Support

• Manage calendars, including scheduling meetings and travel.
• Coordinate meetings with multiple internal and external stakeholders.
• Manage the team vacation calendar.
• Manage the team meeting calendar, maintain agendas, and capture meeting notes.
• Administer and report compliance with internal sales approval process (2.3) across the organization

Travel, Meetings & Events

• Plan and arrange corporate travel and accommodations.
• Organize team meetings, including logistics, food and beverage arrangements, and minutes.
• Organize and manage conferences end-to-end, including calendars, registrations, logistics, marketing collateral, swag, food and beverage, client activities, and invitations.
• Organize client meetings and entertainment, including logistics, food and beverage, and reservations.

Administrative & Office Management

• Review correspondence, draft letters, and arrange for signatures on documents.
• Handle administrative tasks such as filing, printing, and document management.
• Perform office coordination tasks, including ordering supplies, handling mail, managing fobs and alarm codes, and other related duties.
• Provide end-to-end support for expense reports.
• Prepare and deliver reports as required.

Sales & Proposal Support

• Provide support to the proposal team as needed.
• Support the Sales team with rebids, new sales, and cross-sells as required.

Systems & Reporting

• Provide CRM support and ensure accuracy of reporting.
• Act as a SoForce power user.

Other

• Perform other duties as assigned.