Executive Office Assistant

4 months ago

Montréal, Canada Yumi Organics Full time

**Operations & Office Assistant**

**About Yumi**:
Our vision is to become the brand name known for Overnight Oats and to build out this subcategory of cereal as the number one leading brand. We are currently sold in over 3000+ retail stores across Canada, including Walmart, Loblaws, Metro, Save on Foods and Sobeys. Our products are also sold on Amazon and our own E-commerce platforms. Our territories to focus on this year is the US and Australian Markets.

We are a Montreal-based Overnight Oats company founded by a certified nutritionist, whose goal is to make healthy eating easy, fun and delicious, starting with the most important meal of the day: breakfast ;) We are the first in Canada to launch a line of Overnight Oats to retail, and we are very excited to be the first to launch a line of Probiotic Trail Mixes & Super Seeds in Canada as well

**The Yumi Culture**:
We are a small but powerful team, and we work and function as a team. We are serious about keeping a positive energy and work environment. Each member of our team is passion-driven, responsible and compassionate. We never point fingers: we take ownership of our mistakes and find solutions. Our goal is to help our customers make healthier choices in a world that makes it so difficult to do so, and we take great pride in the products that we bring to their homes. We’re on the forefront of innovation in food and we want to continue challenging and make positive changes to this industry. We work hard and we celebrate our wins together as a team. Each one of us is a valuable asset to the company’s growth and we hope to invite a smart and positive individual to our Yumi team to grow alongside us.

Job description

Your main responsibilities will be to:

- Provide administrative support to the team and president to enhance everyone's capacity to perform their roles;
- 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 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 fulfilment 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.

**REQUIREMENTS**:

- Min. 5 years' experience as an Administrative Assistant;
- Bilingual (English and French);
- Expert in Microsoft 365 & Excel a requirement;
- Must be tech-saavy;
- Very highly organized and proactive individual;
- Very accurate in data entering and processing;
- Very quick on basic data entry and processing tasks;
- Strong memory;
- Good problem solver and critical thinker;
- Able to work well under stress;
- Able to multitask and juggle a variety of tasks and information;
- Great at meeting timelines and deadlines;
- Good at number and mathematics;
- Must be able to work quickly in a fast paced environment;
- Strong communication skills both written and oral in French and English;
- Agile and able to adapt quickly, especially new softwares and systems such as AI tools and operational tools to improve efficiency;
- Very good problem solver and is creative in finding solutions;
- Post secondary degree or equivalent in learning and work experience;
- Personal accountability, with a strong mandate to consistently meet objectives and clearly communicate and measure goals against key performance indicators
- A positive attitude, with a desire to go for the “win-win solution” and build consensus where appropriate
- A high level of integrity, confidentiality, discretion, and dependability
- Ability to give and take constructive feedback
- Sense of humour, creativity, and agility

We are a small, but fast growing startup You'll be able to learn a lot and see a little bit of everything. That also means you'll have to be comfortable with all sorts of tasks. Be able to predict, and organize ac

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