Executive Assistant

4 weeks ago

Montréal QC, Canada Yumi Organics Full time

*** Please read entire Job Description carefully before sending in your application

* Do not apply if you are not fully bilingual (French and English)

* We are looking for someone with a very entrepreneurial personality and or background

About The Brand & Company

Yumi Organics is looking for an Executive Office Assistant to join our ever-growing team You will make sure our organization runs smoothly on the day-to-day and be our entire team’s support system. No day is ever the same and you will learn so much about the different facets of the North American & International Food & Retail Industry. The ideal candidate is a Jack/Jill-of-all-trades, hyper-organized and focused enough to be able to juggle multiple departments and projects, and above-all-else, an open-minded team-player who cares about the growth and success of the Yumi Organics team.

About the Job (Who we are looking for)

An Executive Assistant, or Corporate Secretary, is someone who supports the management of a particular individual within an organization. Their duties include helping coordinate meetings and calendars, compiling data to prepare papers or presentations, and often acting as a representative to their assigned executive.

An Executive Assistant acts as the support person for company executives, celebrities, and political or government officials. Executive Assistants help with various administrative and organizational needs, such as setting up appointments and overseeing schedules. Acting as a gatekeeper, an Executive Assistant helps to decide which phone calls, emails, or in-person meetings get through to their boss. They also conduct business with other colleagues or external vendors on behalf of their executive.

The list of duties and responsibilities of an Executive Assistant is quite large and can change depending on an employer’s needs. Duties and responsibilities needed to excel in an Executive Assistant role include:

ROLES AND RESPONSIBILITES:

  • Processes B2B orders each week following clear SOPs and followups ;
  • Provide administrative support to the team and president to enhance everyone's capacity to perform their roles;
  • Screen, respond to and redirect mail and email of the President to ensure no projects and tasks fall through the cracks;
  • Organize and plan the president's calendar and meetings;
  • Meet and greet visitors, keeping the office organized;
  • Follow-up on deadlines and commitments to ensure all business items are appropriately executed;
  • Support on escalated customer service or employee issues as needed;
  • Take the lead on special (small scale) projects from A to Z including planning, budgeting and execution;
  • Pull reports weekly and monthly to reports to the president ;
  • Pull sales reports and support VP of Sales in organizing his follow ups;
  • Oversee our E-commerce fulfillment center needs;
  • Assist the team during Tradeshow season with logistics, movement of inventory, flight bookings, accommodations, etc.
  • Support on day to day tasks of processing forms and paperwork;
  • Support the team in staying on key tasks and projects, ensure projects are executed on time;
  • Tracks ongoing projects and stays well informed on related activities;
  • Assist in assigning tasks, creating decks, conducting research and executing special projects as needed;
  • Maintain a strong organizational system for all materials and information;
  • Challenge the status-quo by consistently identifying areas of improvement, diagnosing issues, and coming up with solutions to resolve them;
  • Keep the office organized and stocked;
  • Assist your colleagues from different departments to achieve their goals;
  • Translate documents & texts from English to French, and vice-versa;
  • Prepare and send samples of products to potential partners & clients.
  • Acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers
  • Conducting research and creating reports on various topics based on the needs of the executive
  • Organizing team bonding events
  • Maintaining a high degree of discretion and confidentiality
  • Take a role of project manager to a certain extent; Click Up officer, keeping the boards up to date on a daily basis and keeping departments accountable for their deliverables

JOB REQUIREMENTS (What you need to excel in this position)

Essential:

  • Exceptional attention to detail
  • Communication and interpersonal skills
  • Ability to conduct research and create reports or presentations
  • Time management
  • Ability to learn quickly
  • Ability to handle sensitive information with discretion
  • Basic computer and office equipment skills
  • Ability to work in a fast-paced environment
  • Must have worked with CEOs, board of directors (5 years experience)

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