This position provides general administrative support to the Regional President, Marketing & Logistics – Atlantic and President, Waterfront Shipping, including calendar management, preparation of presentation materials, general correspondence, coordination of meetings, and extensive travel coordination.
Provide general daily administrative support; including calendar management, typing, copying, preparation of presentation materials, monitoring incoming emails, calls, couriers, etc.
Calendar management including liaison requirements with internal/external stakeholders to ensure high quality of time management.
Coordinate conference calls and department meetings (internal and external), including booking rooms and equipment, coordinating catering, preparing agendas, taking and distributing meeting minutes.
In collaboration with other Administrative Assistants and Executive Assistants, plan and coordinate department and/or business events (e.g. teambuilding and holiday events).
Coordinate travel and visa requirements within the Global Travel Guidelines. Prepare comprehensive travel itinerary for travelers and travel packages with all relevant materials.
Support annual preparation of the SG&A budget, monitor monthly and flag issues or concerns.
Prepare and accurately code expense reports, assist with budget preparation, as well as monthly reconciliation of expenses.
Support records management of time and attendance.
Serve as departmental Superuser for SharePoint.
Assist with the preparation of weekly and monthly reports and documents as required.
Provide confidential administrative and organizational support to others in the Vancouver office as required.
As required, provide overflow support to the other Assistants during peak workloads and periods of absence.
Minimum five years of experience in similar administrative role
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 Word, Excel, PowerPoint, other web-based programs
Experience preparing PowerPoint presentations an asset
Able to manage several competing priorities efficiently and effectively
Strong time management skills
Able to manage confidential issues with tact and diplomacy
Proactive, self-directed, and agile