Personal Assistant to Managing Director

4 weeks ago

Surrey, Canada Nana's Kitchen & Hot Sauce Full time

Duties:

- Manage the Director's calendar, schedule appointments, and coordinate meetings
- Answer and screen phone calls, take messages, and handle correspondence
- Perform clerical duties such as filing, photocopying, and data entry
- Assist in preparing reports, presentations, and other documentation
- Must be good with presentations & marketing.
- Maintain office supplies inventory and place orders when necessary
- Provide excellent customer service to internal and external stakeholders
- Utilize phone systems and maintain phone etiquette
- Organize and maintain physical and digital files efficiently
- Proficient in using Google Suite and Outlook Calendar for scheduling

**Admin Job**
- Managing and organizing the old and new files
- Look for documents/files in the storage room aging 3 years or more. These documents are due for shredding.
- Compile a list of the files or box names for shredding pending approval from management
- Transporting documents / boxes to and from the storage room if needed
- Boxing the old documents at the end of the year
- Finding old documents from the storage room
- Attending the visitors / customers / suppliers
- Directing the visitors to the appropriate personnel or department
- Directing the customers / suppliers to designated locations for order pick up or receiving of orders
- Mailing documents and cheques on a weekly basis
- Checking the mailbox everyday
- Assisting in the preparation of reports, presentations, and documents as needed
- Coordinating and shipping of sample products to both is US and Canada locations
- Updating the invoice on the following spreadsheets
- Remittance
- Billback
- Brokers spreadsheet
- Maintaining and monitoring of office supplies, ensuring there’s enough stocks. A spreadsheet has to be maintained for reporting purposes.
- Assisting in quarterly and annual inventory count.
- Assisting in organizing company events such as birthday celebrations, Christmas party, picnics.
- Compiling and scanning of documents
- Filling Spread sheets.
- Damage sheets overview.
- Speed & Tray count.
- Batch Tickets.
- Inventory control.
- Help cover other office work that is needed.

Qualifications:

- Proven experience as a Personal Assistant or similar role
- Strong administrative skills with attention to detail
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel)
- Knowledge of QuickBooks for basic bookkeeping tasks
- Excellent communication skills and phone etiquette
- Ability to multitask and prioritize tasks effectively
- Experience in customer service is a plus
- Familiarity with clerical duties and office organization

Join our team as a Personal Assistant to the Director. This is a great opportunity to work in a dynamic environment and grow your career by working closely with leadership.

**Job Types**: Full-time, Permanent

Pay: $17.50-$18.00 per hour

Expected hours: 40 - 60 per week

**Benefits**:

- Dental care
- Extended health care
- On-site parking

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday
- On call
- Overtime
- Weekends as needed

Supplemental pay types:

- Bonus pay
- Overtime pay

Work Location: In person

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