Admin Assistant | R&D

fgf brands • Toronto, ON

4d • Hybrid

About The Position

The Administrative Assistant is a key partner to the Senior Vice President – R&D, enabling the seamless day-to-day operation of the department. This role combines high-level administrative support with cross-functional coordination, ensuring priorities are organized, tracked, and executed effectively. As a trusted partner, you will support the SVP and R&D leadership team by managing schedules, facilitating communication, and helping keep teams aligned across multiple initiatives. You’ll play a critical role in keeping teams organized, informed, and prepared—bringing structure, clarity, and consistency to a fast-paced environment.

Requirements

• 4–7 years of experience in an administrative support role, supporting senior leaders
• Post-secondary education or equivalent practical experience in an administrative or business environment
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint, Teams)
• Strong organizational, communication, and time management skills
• Ability to manage multiple priorities, adapt quickly, and meet deadlines
• High level of professionalism, discretion, and sound judgment
• Experience working in fast-paced environments requiring a high degree of confidentiality and attention to detail
• Willingness to occasionally adjust working hours based on business needs
• Adaptable and comfortable working across multiple locations, teams, and shifting priorities

Responsibilities

• Manage complex calendars, meetings, and priorities across internal and external stakeholders
• Prepare presentations, materials, and communications for the SVP and R&D leadership team
• Draft correspondence and support communications on behalf of senior leadership
• Coordinate logistics for meetings, leadership sessions, and customer engagements
• Manage travel, accommodations, and scheduling needs
• Act as a key point of contact, building effective working relationships across teams and with external partners
• Anticipate needs and proactively support efficient and effective ways of working
• Track and support R&D projects and key initiatives across product categories
• Maintain and update timelines, schedules, and project documentation
• Support coordination across R&D, Operations, and cross-functional partners
• Capture meeting outcomes, track action items, and ensure timely follow-ups
• Monitor milestones and communicate progress updates to stakeholders
• Travel to manufacturing facilities as needed to support execution and coordination
• Work flexibly across multiple locations, supporting different projects, bakeries, and product categories as needed
• Additional duties as assigned

Benefits

• Competitive Compensation
• Health Benefits
• generous flexible medical/health spending account
• RRSP matching program
• Tuition reimbursement
• Discount program that covers almost everything under the sun - Restaurants, gyms, shopping etc.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees