Executive Assistant to The President

5 months ago

Aurora, Canada Bulk Barn Full time

About Us
Established in 1982, Bulk Barn is Canada's largest bulk food retailer with close to 300 stores and growing The key to our success is progressive thinking, detailed/ methodical planning and flawless execution by passionate people across our organization. We strive to foster a balanced and flexible culture that benefits both our customers and employees.

**Our Values**:

- High Standards
- Passionate
- Committed
- Exciting and Fun
- Supportive
- Customer Oriented

What We Offer
In addition to a competitive compensation program and employer-paid benefits, we also include:

- 32-hour flexible work-week program currently being tested
- Use of top-tier on-site fitness facility at our Corporate Head Office free of charge to employees

ABOUT THE ROLE
The Executive Assistant provides administrative support and secretarial functions to President & CEO and the Executive Team.

**Responsibilities**:
Project/Task Management
- Provide administrative support to President & CEO (filing, typing, copying, scanning, expense report submissions, archiving of files etc.)
- Collect and distribute incoming mail and faxes.
- Prepares correspondence; drafts letters and documents.
- Collects and analyzes information as necessary
- Maintains CEO's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel, as well as overall calendar management.
- Responsible for maintaining the detailed flight log for the corporate jet.
- Takes the lead on assigned projects and works together with co-workers to ensure objectives of the assignment are met.
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Manage time and attendance system (Dayforce) for the Executive team. Ensure Dayforce entries are submitted bi-weekly for Payroll processing.
- Maintain vacation planner for the Executive team.
- Assist in the organization of small
- and large-scale functions such as the Management, Store Manager and Store Operations Meetings.
- Assist in the planning of business travel (plane, car rentals, hotels, dining, etc.) and provide final itineraries to CEO and attending parties.
- Maintain control logs for tracking projects, vacation, attendance, travel, etc.
- End-to-end processing of correspondence including creation, edit, copying, filing and distribution.
- Assist with budgets, expenses and reports. This includes the preparation and detailed review of expense reports for the CEO.
- Prepare purchase orders as necessary and copy and distribute.

Communication - Respect and maintain upmost confidentiality in all dealings.
- Communicate regularly with internal and external partners to ensure all required information is gathered to complete daily projects/tasks.
- Advise CEO of any concerns or issues in advance of assigned deadlines.
- Draft and send communications upon request.
- Coordinate regularly on assigned projects with project teams.
- Take meeting minutes, distribute to team members and follow-up on action items.

Detail Orientation
- Ensure an exceptionally high level of accuracy and attention to detail.
- Ensure all documents and reports are reviewed in complete detail and are error free and professionally prepared.

Quality
- Ensure all presentations, reports and communications are professional and print-ready, and meet Company standards.

Teamwork
- Partner with co-workers as required on special and/or daily tasks to ensure deadlines and timelines are met to the standards set by the Company.
- Work to maintain workplace wellness, health and safety, through active compliance with all workplace health and safety policies and procedures.
- Other administrative duties, and any other duties, as required from time to time by the business.

Education & Skills
- Post-secondary certificate or degree in business administration or related field highly desirable
- 5 years’ experience as an Administrative Assistant or Executive Assistant for a Senior Executive required.
- 5 years’ experience working with Microsoft Word and Excel at an intermediate or advanced level required. As well, proficiency in MS PowerPoint, Outlook, Zoom and Microsoft Teams.
- 5-10 years’ experience preparing executive presentations and other materials required.
- 10 years’ experience working in a fast-paced deadline and standards-driven environment required.
- High level of attention to detail is a must
- Pride of ownership over assigned responsibilities.
- Ability to exercise flexibility, initiative, good judgment and discretion.
- High level of resourcefulness.
- Ability to work well independently.
- Ability to work under pressure and meet deadlines.
- Solid command of the English language (written and verbal).
- Professional demeanor with strong interpersonal skills.

Bulk Barn Foods Limited is an equal opportunity employer that values diversity in the workplace. Accommodation is available in accordance with the AODA, if requested.

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