Administrative Assistant
3 weeks ago
**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**:
- 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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