Position Title: Executive Assistant Business Partner

Reports To: President The Organization:

Wholesome Kids Catering is a leading childcare catering company dedicated to Nourishing Lives by providing healthy, delicious, and child-friendly meals and snacks to childcare centres and schools across Ontario.

Our talented and committed team is passionate about delivering exceptional food and service experiences that delight our customers every day. Through our Eat Grow Thrive® philosophy, we combine excellent nutrition with flavours and foods that children love, helping support healthy growth and development.

As a growing organization, we are committed to becoming the dominant brand in our industry by building trusted partnerships, continuously improving, and living our values every day. We believe in acting with integrity, raising the bar, nurturing growth, owning our commitments, and working better together to create exceptional experiences for our customers, colleagues, and communities.

The Role:

At Wholesome Kids Catering (WKC), we are committed to operational excellence, innovation, and delivering exceptional experiences for our customers and employees. The Executive Business Partner serves as a trusted partner to the President by providing high-level executive coordination, business reporting, project management, and analytical support.

This role goes beyond traditional executive assistance by combining executive administration with business operations, data analytics, and strategic coordination. The successful candidate will possess exceptional organizational skills, advanced technology, Excel capabilities, and the ability to transform data into meaningful insights that support executive decision-making.

The Executive Business Partner will coordinate cross-functional initiatives, prepare executive dashboards, monitor organizational KPIs, and ensure strategic priorities remain on track while managing the day-to-day operations of the President's office.

The Executive Business Partner serves as an extension of the President's office, representing the President in coordinating follow-up with leaders, monitoring organizational priorities, and ensuring commitments are executed in a timely and professional manner.

Success:

A successful Executive Business Partner will:

- Become the President's trusted business partner and primary coordinator.
- Deliver accurate executive dashboards and business insights that support informed decision-making.
- Develop and maintain company dashboards and advanced Excel reports.
- Coordinate strategic initiatives and ensure organizational priorities remain on schedule.
- Prepare executive presentations, Board materials, and business reports.
- Manage the President's calendar, meetings, travel, and key communications.
- Proactively identify risks, opportunities, and process improvements.
- Coordinate cross-functional projects while maintaining exceptional attention to detail.
- Build solid relationships with leaders across the organization.
- Handle highly confidential information with professionalism and discretion.

Key Responsibilities:

Executive Office & Leadership Support

- Manage the President's executive inbox and prioritize correspondence.
- Coordinate Leadership Team and Board meetings, including agendas, presentations, minutes, and follow-up.
- Manage confidential executive records, contracts, and governance documentation.
- Coordinate recurring executive business rhythms including weekly, monthly, quarterly,



and annual meetings.
- Screen, prioritize, and redirect incoming requests to ensure the President's attention is focused on the highest-value priorities.

Business Analytics & Reporting

· Develop executive dashboards, scorecards, and KPI reports using Excel, Metronome and business systems.

· Analyze operational, financial, and performance data to identify trends, risks, and opportunities.

· Consolidate departmental reports into executive summaries.

· Prepare executive reports, Board packages, presentations, and business insights.

· Monitor business metrics and proactively escalate risks and opportunities.

· Support strategic planning by tracking business objectives, initiatives, and organizational priorities.

· Conduct ad hoc business analysis to support executive decision-making.

· Validate the integrity and accuracy of executive reporting data prior to distribution.

Strategic Project Coordination

- Coordinate cross-functional follow-up on executive action items to ensure accountability and timely completion.
- Maintain executive project dashboards and status updates.
- Support change management initiatives and organizational priorities.
- Coordinate special executive initiatives from planning through implementation.
- Prepare project status updates for executive review.

Executive Communications & Reporting

- Prepare executive presentations, Board materials, speeches, and briefing notes.
- Produce executive scorecards and performance summaries.
- Draft executive correspondence and business communications.
- Translate complex business information into executive-ready presentations.

Continuous Improvement

- Identify opportunities to introduce technology & automation to reporting and business processes.
- Standardize executive reporting across departments.
- Support special projects assigned by the President.

Administrative & Financial Coordination

- Process executive expenses, invoices, purchase requests, and approvals.
- Coordinate vendor invoices and departmental purchase requisitions.
- Maintain confidential executive files and records.
- Identify opportunities to improve administrative efficiency and workflow.
- Support budget tracking and reconciliation for executive initiatives, events, and special projects.

Qualifications & Role Requirements:

Education

- Bachelor's degree in Business Administration, Commerce, Finance, Analytics, Operations Management, or a related field.
- MBA or postgraduate education is considered an asset.

Experience

- 5+ years supporting senior executives in a complex business environment with responsibility for executive reporting, project coordination, and business analytics.
- Experience creating executive dashboards and KPI reporting.
- Experience coordinating multiple cross-functional projects.
- Advanced experience with business reporting and executive presentations.

Skills, Knowledge & Abilities:

- Advanced Microsoft Excel (Pivot Tables, Power Query, advanced formulas).
- Experience using Power BI or similar business intelligence platforms.
- Strong analytical and financial acumen.




- Ability to translate complex data into executive-ready reports.
- Experience preparing dashboards and executive scorecards.
- Excellent business writing and presentation development skills.
- Experience supporting strategic planning and business operations is an asset.

Competencies:

· Relationship Building – Develops positive and trusted relationships with employees, leaders, and stakeholders.

· Customer Focus – Delivers responsive, professional, and employee-centered HR support.

· Communication – Communicates clearly and effectively, both verbally and in writing.

· Initiative & Accountability – Takes ownership, follows through on commitments, and delivers results.

· Learning Agility – Demonstrates curiosity, adaptability, and a commitment to continuous learning and growth.

· Problem Solving – Applies sound judgment and critical thinking to resolve workplace issues and support business needs.

· Collaboration & Integrity – Works effectively across teams while maintaining confidentiality, professionalism, and ethical standards.

· Influencing & Relationship Management – Builds credibility and effectively influences stakeholders without direct authority.

KPI’s:

Executive Support

- Calendar management accuracy
- Meeting preparation completed on time
- Action item completion rate
- Executive response time
- Executive meeting packages delivered on time (%)

Business Reporting

- Timely delivery of executive dashboards
- Report accuracy
- KPI reporting completeness

Strategic Projects

- Project milestone completion
- Cross-functional follow-up completion
- Executive initiatives delivered on schedule

Continuous Improvement

- Process improvements implemented
- Reporting automation achieved
- Executive time savings through improved processes

Business Partnership

- President satisfaction score
- Leadership stakeholder satisfaction

Personal Style:

- Professional, proactive, and highly organized.
- Analytical with strong business acumen and attention to detail.
- Exercises sound judgment and maintains strict confidentiality.
- Adaptable, resourceful, and thrives in a fast-paced environment.
- Collaborative, relationship-focused, and service-oriented.
- Takes ownership, demonstrates initiative, and delivers with excellence.

Direct Reports: None

Hours of Work: Monday to Friday, 8:30 a.m. to 4:30 p.m

Salary: $75,000 - $85,000 per annum

Benefits: Comprehensive Health & Dental Benefits including LTD, Life Insurance, AD&D;, Health Care Spending Account (HCSA), and Employee & Family Assistance Program (EFAP).

Vacation: 2 weeks' vacation per year plus 8 Wellness Days.

At Wholesome Kids Catering, the Executive Business Coordinator plays a key role in supporting executive leadership, enabling informed decision-making, driving strategic initiatives, and ensuring the President's office operates efficiently. This role offers the opportunity to work closely with senior leadership and make a meaningful impact on the organization's growth, operational excellence, and long-term success.

Wholesome Kids Catering is an equal opportunity employer and is committed to providing accommodations in accordance with the Accessibility of Ontarians with Disabilities Act. If you require an accommodation throughout the recruitment and selection process, we will work with you to meet your needs. We thank all those applicants who have applied; however, only those selected for an interview will be contacted

📌 Executive Business Partner (Toronto)
🏢 Wholesome Kids Catering
📍 Toronto