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Administrative Assistant (Canada)

Location: 

Woodbridge, ON, CA, L4L 0A8

Req ID:  23491

Rich’s has been able to pull off something rare in the business world: a culture that successfully blends the latest business practices with family values.  That means our associates are able to work for a great company while also benefiting from a work environment that fosters world class professionalism combined with family intimacy.  Our benefit offerings are reflective of this unique blend of Life, Work and Family .

PURPOSE STATEMENT

Provides administrative support and project coordination for the Canadian management and division, to facilitate the efficient operation of the organization. Responsible for day to day office administration and maintenance of facility. Reports to President of division.

KEY ACCOUNTABILITIES/OUTCOMES

Administrative Support

  • Provide administrative support to include creating presentations, answering telephone inquiries, scheduling meetings, making travel arrangements, filing, faxing, record retention, mail and couriers, new associate onboarding assistance and co-ordination, PTO calendar and system management for Canadian team, etc. 
  • Answer phones, take messages and ensure that both internal and external customers receive exceptional services, including covering reception duties for Canadian office.
  • Responsible for the coordination of all departmental events, such as town hall meetings, conferences, meetings, customer visits A to Z, including inviting attendees, reserving conference rooms, arranging for catering and visual aid equipment, etc.
  • Communicate with upper management from Rich’s and potential business partners as well as intermediaries involved in confidential business transactions when required.
  • Code invoices for approval and maintain account balances. Accountability for keeping and organizing division contracts with customers. Responsible to maintain mobile phone contract as per agreement, including service and / or replacement for associates when needed, monthly analysis of use and recommendations for improvements, and summary reports, billback of personal use by associates, and co-ordination of any plan changes or feature adds,  etc.  
  • Distribute correspondence, presentations, reports, etc.
  • Maintain up-to-date calendars for leader and other members of management.
  • Coordinate all aspects of meetings and travel including seminar/conference/meeting registrations.
  • Responsible for day to day office administration and management, including office and building maintenance supervision with landlord, or internal ( audio, lighting, maintenance, janitorial etc.) to keep office and building operating smoothly and looking professional at all times. Performs other day-to-day functions such as maintaining adequate office supplies, keeping office equipment stocked and operating, and ordering supplies as needed. Also responsible for coffee area, including periodic machine cleaning, filling coffee machine and supplies, keeping area neat and tidy, including loading and unloading the dishwasher as needed daily.

 

Project Support

  • Planning of and co-ordination of various special projects, researching and compiling information, preparing presentations, developing reports, etc.
  • Coordinate and providing administrative support for large departmental projects.
  • Manage special projects as assigned providing coordination as needed.

 

Other Duties

  • Provide timely and accurate completion of all assigned reports, presentations, etc.
  • Assists with departmental budget as required.
  •  Prepare expense reports as required for President, and other management, as well as review Directors/Managers (balance of team if required) expense reports for accuracy taking the necessary steps to research and rectify discrepancies.
  • Performs other related responsibilities as needed to support Rich Products Corporation Business objectives. (IBP coordination, CRM reporting, SDS reporting, sales to target or other reporting as required by management).

KNOWLEDGE/SKILLS/EXPERIENCE

Minimum of 5+ years administrative support experience with a high school diploma, or 3+ years with an Associate’s degree.  

Excellent written and verbal communication skills.

Demonstrated ability to work with minimum supervision and multi-task effectively on a regular basis.

Must possess high level of proficiency in all Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.) and possess the ability to independently adapt to new software programs as needed. Establish efficient contingency plans for times when information systems are malfunctioning. 

Ability to assume responsibility without direct supervision, exercise initiative and judgment and make decisions within the scope of assigned authority is required.  Individual must possess the maturity to deal with matters of a highly confidential nature.

Possess excellent organizational and time-management skills to be able to be highly productive, focused on results and effective at managing multiple duties and working for multiple leaders concurrently.

Possess a high level of interpersonal skills to facilitate constant interaction with a wide variety of personalities and management styles.  Ability to maintain focus on assigned tasks in spite of constant interruptions by telephone and personal contact.  Work effectively with others, both internally and externally, to accomplish administrative duties.

Rich Products Corporation, its subsidiaries and affiliates (“Rich’s”), are committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, marital status or any other legally recognized protected basis under federal, state, or local law. The information collected by this application is solely to determine suitability for employment, verify identity, and maintain employment statistics on applicants.

 

Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on Rich’s. Please contact Rich’s Human Resources department if you need assistance completing this application or to otherwise participate in the application process.


Job Segment: Secretary, Administrative Assistant, Administrative

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