Administrative Assistant
3 weeks ago
**Who are we?**
Western IntermodeX is a group of logistics companies that connects cargo owners with access to reliable, innovative and market-leading transportation services. With over 50 acres, 500,000 sqft of warehouse space and more than 150 assets across its two businesses (Coast 2000 Terminals and Interhold Distribution), Western IntermodeX facilitates domestic and global trade through rail, water, truck and container modes.
**Job description**
Reporting to the Manager, Finance and Administration, the primary responsibility of the Administrative Assistant is to support the Senior Management team with Marketing & administrative duties. This includes but is not limited to supporting the President, and Director, Commercial Development in hosting customers onsite, preparing marketing and social media-related materials, event planning, external communications with industry, travel planning and coordination, managing courier and office duties, including office/kitchen supplies, reception coverage.
**Responsibilities**:
- Reception duties including welcoming guests, arranging couriers and managing mail/packages.
- Administrative support to Management
- Organize office socials, company events and meetings
- Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
- Makes travel arrangements for staff, such as booking flights, cars, and hotel or restaurant reservations.
- Assist with new customer onboarding, preparing marketing-related materials and securing promotional materials
- Manage office and kitchen supplies as well as manage the maintenance of office equipment
- Submit and reconcile expense reports
- Order office supplies and research opportunities and suppliers
- Liaise with the Commercial team and other stakeholders to coordinate social media posts and external communications
- Maintains mail from the community mailbox, including sorting and distributing it accordingly
- Support the Finance team with various administrative duties
- Using online tools to effectively convey messages to customers and the industry as directed by the commercial team and other internal stakeholders.
- All other duties as required
**Knowledge, Skills & Abilities**
- Post-Secondary education is required
- 1-3 years experience working in an office setting
- Comfortable in a fast-paced organization and ability to manage through ambiguity and change
- Excellent skills and attention to detail, able to juggle and prioritize multiple tasks simultaneously while delivering on commitments
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