Administrative Support Specialist

3 weeks ago

Toronto, Ontario, Canada Tilray Brands Full time
About the Role:

The Office Coordinator & Executive Assistant will be responsible for managing the day-to-day administrative services of the office, providing administrative support to key personnel, and coordinating office activities. This includes maintaining office services, calendaring and scheduling, travel planning assistance, event management, and overseeing vendor services and supplies management.

Key Responsibilities:

Manage inbound and outbound mail, courier services, and other correspondence.
Ensure adequate inventory of office supplies and stationery, office furniture, kitchen sundries, and special event materials.
Maintain vendor relationships, including catering, supplies, and landlord services.
Provide general housekeeping, ensuring the office space is orderly, organized, and running smoothly.
Offer administrative support to various departments and assist with special projects as assigned.
Liaise with departments to assist with onboarding and offboarding employee activities, such as issuing and collecting pass cards, providing first-day tours, and assisting with delivery and collection of IT equipment.
Troubleshoot and resolve issues with the building and landlord.
Maintain communication with local office staff regarding building updates.
Proactively maintain common spaces, including boardrooms, kitchens, mailrooms, reception areas, and storage.
Drive local office-related projects, including project planning, execution, and stakeholder communication.
Maintain seating charts and assist with office moves.
Under the direction of the Health and Safety Manager, lead Health and Safety initiatives for the office and participate in JHSC.

Executive Assistant Duties:

Assist with employee travel bookings, advise on itinerary planning, facilitate employee introduction and use of Corporate Travel System, within Company Travel Policy guidelines.
Manage calendaring, schedule meetings and conference calls, schedule attendees, prepare agendas, and distribute support materials.
Maintain confidentiality and protect sensitive information.
Anticipate and prepare to provide high-quality hospitality service for VIP customers and visiting executives.
Document and improve administrative processes.
Liaise with executive and administrative assistants to handle requests and queries from senior managers, company-wide.
Perform accounts payable tasks, manage credit card purchases, process expenses, and reconcile monthly statements and create purchase order requests.
Prepare expense reports for Toronto senior leadership.

Event Planning Duties:

Arrange catering logistics for internal and external meetings and special events.
Maintain and update databases and tracking systems.
Actively lead and manage the planning of all social events for the office, partnering with social and wellness committees.
Perform other duties of similar scope and complexity as required.

Qualifications and Education Requirements:

Secondary education is required, and a post-secondary diploma in business administration, hospitality, or a relevant discipline would be an asset.
3 to 5 years of providing direct administrative support in an office setting would be an asset.
Manage documentation with attention to detail and act with discretion when handling confidential and sensitive information.
Be highly organized, a self-starter, proactive, fiscally responsible, and reliable.
Have a curious, growth-mindset focused on continuous improvement and creative problem-solving.
Exemplary communication and interpersonal skills are essential, able to establish peer relationships and communicate effectively with all levels of the organization, external team members, and stakeholders.
Have or be willing to obtain/maintain First Aid Certification.
Ability to manage multiple competing priorities and frequent deadlines with a high degree of accuracy and attention to detail.
Proven ability to effectively use Microsoft Office Applications is required, and experience with automated expense management applications such as Concur is an asset.

Tilray Brands is an equal opportunities employer and welcomes applications from diverse candidates. Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please advise when submitting your application.

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