Executive Assistant to CEO & HR Coordinator

Job Summary

We are seeking a bilingual Executive Assistant to the CEO & HR Coordinator. This hybrid role combines recruitment and basic HR coordination, CEO Office support, and Board/corporate governance coordination. We are looking for someone who can do more than provide administrative support: the successful candidate should proactively organize information, follow up with owners, drive assigned matters forward, and help bring management priorities to completion

Ideal Candidate

This is not a traditional administrative assistant role. The ideal candidate combines hands-on recruiting capability with strong executive support and ownership. The person should understand the objective behind an assignment, convert management requests into clear actions, follow up proactively, distinguish between matters that can be handled independently and those that require escalation, and drive assigned matters to completion.

Responsibilities

1. Recruitment & HR Coordination — Approx. 35–40%

Work with management to define hiring needs, job responsibilities, and candidate profiles for warehouse, office, professional, and selected management positions.

Prepare and post job advertisements and proactively source candidates where required.

Review resumes and conduct initial phone or video screening interviews; prepare candidate shortlists and concise assessments for hiring managers.

Coordinate subsequent interviews, reference checks, offer letters, pre-employment documentation, and new-hire onboarding.

Maintain recruitment pipelines and hiring status trackers and provide regular updates to management.

Support employee onboarding and offboarding and maintain basic employee records, organizational charts, job descriptions, and basic HR documentation and reports.

Support routine employee communication and HR administration. Complex employment-law, compensation, disciplinary, termination, and major employee-relations matters will remain with management and/or qualified HR/legal professionals.

2. CEO Office & Executive Support — Approx. 30–35%

Provide direct support to the CEO on business priorities, meetings, communications, and management follow-up.

Coordinate and prioritize key CEO meetings, calendar items, action items, and selected business communications.

Prepare meeting agendas, briefing notes, presentations, reports, and other executive-level materials.

Attend selected management meetings, record key decisions, owners, and deadlines, and follow up through completion.

Maintain a CEO Priority / Action Tracker and coordinate cross-functional matters involving Operations, Finance, HR, Sales, IT, and other teams.

Distill information submitted to the CEO into key facts, issues, risks, decisions required, and next actions.

Draft professional business emails, notices, and executive communications in English and Chinese.

Coordinate and follow up on selected cross-functional management initiatives and company priorities assigned by the CEO.

Handle confidential operational, financial, personnel, financing, and corporate information with a high degree of discretion.

3. Board & Corporate Governance Coordination — Approx. 25–30%

Coordinate Board meeting schedules, agendas, materials, and meeting logistics.

Collect and organize Board Package materials from Finance, Operations, HR, and management.

Assist in preparing and maintaining Board Packages, meeting minutes, Board resolutions, decision logs, and action registers.

Track Board decisions and management follow-up actions, ensuring clear ownership and deadlines.

Maintain organized Board and corporate governance records and documentation.

Coordinate with external legal counsel, accountants, investors, and other professional advisors when required.

Formal Corporate Secretary experience is an asset but is not required.

Qualifications

Bachelor’s degree or equivalent post-secondary education.

3–7 years of relevant experience in executive support, recruitment, HR coordination, project coordination, business operations, or a related combination of roles.

Hands-on recruitment and candidate-screening experience is required.

Previous experience supporting a CEO, President, senior executive, or C-suite leader is strongly preferred.

Professional working proficiency in both English and Mandarin Chinese, written and spoken.

Strong professional English business-writing skills.

Strong Microsoft PowerPoint, Excel, Word, and Outlook skills.

Strong organization, information synthesis, time management, and follow-up skills, with the ability to manage multiple priorities.

Sound judgment, confidentiality, attention to detail, and professional maturity.

Canadian corporate experience is preferred. Experience in logistics, supply chain, e-commerce, technology, finance, consulting, or professional services is an asset but not required.

Legally eligible to work in Canada.

Join our team as an Executive Assistant to the CEO & HR Coordinator — where your organizational prowess fuels our success!

Pay: $60,000.00-$80,000.00 per year

Education

Bachelor's Degree (required)

Language

Mandarin (required)

* professional level English (required)

Work Location: In person