TSX: MX CDN $60.62

Administrative Assistant

Date Posted: March 10, 2023
Reports To: Manager, Global Supply Chain
Location: Vancouver

Position Summary

This role reports to the Manager, Global Supply Chain and provides administrative and business support services primarily to members of the Global Supply Chain & Market Planning team. Administrative support services include calendar management, preparation of presentation materials, file & website management, general correspondence, and coordination of meetings, travel, and events. Business support includes weekly and monthly data consolidation for reporting and correspondence to stakeholders.

Position Responsibilities

  • Provide general administrative support to the Global Supply Chain team, Senior Account Executive, and Senior Global Market Analyst. This includes calendar management, including liaison with internal/external stakeholders to ensure a high quality of time management. This also includes typing, copying, preparation of presentation materials, monitoring incoming emails, calls, couriers, etc.
  • Coordinate conference calls and department meetings (internal and external), including booking rooms and equipment, setting up catering, preparing agendas, taking and distributing meeting minutes, maintaining action logs
  • Plan and coordinate department events (e.g. teambuilding and holiday events) in collaboration with other cross-organization administrative staff
  • Coordinate travel and visa requirements within the Global Travel Guidelines. Prepare comprehensive travel itinerary for travellers
  • Prepare and accurately code expense reports, assist with department budget preparation, as well as monthly reconciliation of expenses
  • Produce monthly vacation record for team and circulate for approval
  • Serve as departmental Superuser for SharePoint managing all requirements for file management and archiving; support intranet maintenance
  • Assist with the preparation of weekly, monthly, and ad-hoc reports and PowerPoint presentations
  • Provide research support for projects
  • Data consolidation to support preparation of Supply and Demand, Terminal Inventory and Tactical planning reports
  • Consolidation of monthly sales and purchase figures
  • Preparation of sales forecast for the Senior Account Executive
  • Provide confidential administrative and organizational support to other team members, as required
  • Attend and contribute to relevant meetings
  • Provide overflow support to the other Assistants during peak workloads and periods of absence including Reception relief, as required

Position Qualifications

  • Minimum five years of experience in similar administrative role, ideally supporting global teams
  • Strong interpersonal and communication skills (oral and written)
  • Strong and proactive organizer with outstanding attention to detail
  • Excellent administrative skills (planning, organizing, coordinating, implementing)
  • Advanced computer skills, including full competency using Microsoft Office suite to prepare PowerPoint presentations and manipulate data in Excel; SharePoint experience an asset
  • Strong time management skills, and able to manage competing priorities efficiently and effectively
  • Able to manage confidential issues with tact and diplomacy
  • Self-directed and agile, adaptable to change

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