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Executive Administrative Assistant

4 months ago

Abbotsford, Canada National Cable Specialists Full time

**Reporting To**:
Vice President & General Manager

**Key Accountabilities**

1. Ensure regular reporting of sales, purchasing, and rebate data and subsequent reconciliations are completed on a timely basis and with accuracy.

2. Act as liaison between the Corporate Office and Profit Centres as directed by the VP& GM to ensure clear and effective communication of corporate messaging.

3. Assist company Directors and Corporate Managers in the effective execution of appropriate administrative functions.

**Duties**

Be the facilitator of internal company correspondence, ensuring clear and efficient communication between required departments and facilities is maintained at all times

**Buying Groups Administration**:

- Runs Rubicon sales reports at the start of every month for six buying groups who require monthly submissions;
- share the data with relevant buying group and ensure accuracy with agreed upon parameters;
- Creates cheque requests as needed (monthly/quarterly) to be paid to the buying groups;
- Analyzes monthly submissions for quarterly and annual reconciliations, as required;
- Coordinates annual meeting events and creates sales data as required.

**Rebate Administration**:

- Provides data for PCMs to calculate annual rebates to be paid to customers and provisions for GIC Year End;
- Calculates national account rebates not paid monthly (ie. GIC, Wesco, Stuart Olsen, Black & McDonald, etc.);Co-ordinates annual letters of agreement with PCMs and customers;
- Provides quarterly customer rebate updates to PC and Sales Managers throughout the year;
- Creates Customer Rebate summary sheets;
- Creates summary spreadsheet for Supplier Rebates.

**Assist the VP & GM in administrating corporate duties and functions**:

- Make arrangements for the NCS International Co. management team in preparing for group meetings and events;
- Work with the Corporate Marketing department in negotiating with event planners, facility administrators, and other related vendors in ensuring the efficient execution of corporate-coordinated events;
- Take meeting minutes as directed by the VP & GM;
- Assist the VP & GM in the successful follow-up of assigned duties during organized meetings;
- Co-ordinates sales and forecast meetings, as required;
- Assist the VP & GM prepare for vendor and customer meetings;
- Take notes during attended meetings and assist the VP & GM in following up with assigned responsibilities;
- Manage the Company event calendar and ensure proper distribution;
- Liaise with Head Office personnel on memo and notice distribution, when necessary.

**Additional Administrative Duties**:

- Committee Meetings and Projects - Takes minutes for all management committee meetings and circulates to all PC and Sales Managers and works with Management Committee team members to complete reports and creative for current projects;
- Runs monthly reports for Management, as required;
- Timesheets - tracks 9850 employee vacation days and submits timesheets bi
- weekly to payroll;
- Petty Cash - custodian for 9850 petty cash; Reconciles when needed or annually;
- Work with NCS International Co.’s Directors and Corporate managers in administering effective company communication as required;
- Administers access to Printer.ca and orders forms from FMD as needed.

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

**Salary**: $40,000.00-$70,000.00 per year

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Profit sharing
- RRSP match
- Vision care

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Abbotsford, BC: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

- We will be moving to Abbotsford in January 2024. Are you willing to commute to Abbotsford (near the airport? Yes or No

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Executive Administrative Assistant: 4 years (preferred)
- Buying Group Administration: 1 year (preferred)
- Rebate Administration: 1 year (preferred)
- Events Management: 1 year (preferred)
- Corporate Communication: 1 year (preferred)
- directly assisting VP/Exec: 1 year (preferred)

Work Location: In person