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Brands Admin Assistant

2 weeks ago

Vancouver, Canada Aquilini Group LP Full time

**POSITION**: Brands Admin Assistant
**DIVISION**: Aquilini Beverage Group

**LOCATION**: Vancouver, BC
**REPORTS TO**: VP, Operations

***

**ESSENTIAL DUTIES & RESPONSIBILITIES**
- Oversee programs and schedules with external partners, including submitting requests, coordinating production and distribution, tracking results, and reconciling invoices.
- Assist with vendor management, obtaining quotes, and coordinating with external partners.
- Support the management and upkeep of brand and trade websites, ensuring content and assets remain current and accessible.
- Facilitate company-wide meetings by scheduling, organizing, preparing materials, running the meeting, and tracking follow-up actions.
- Coordinate shipping and logistics for samples and other relevant items for each department. Track and keep all relevant parties up to date.
- Maintain Sharepoint to make sure files and assets are accessible to all departments.
- Maintain internal/external resource sites, ensuring assets are up to date and accessible.
- Draft and circulate corporate communications, reminders, agendas, and meeting minutes.
- Assist with preparation of materials for print.
- Administer e-signatures for corporate documents.
- Book travel, restaurant reservations, and other administrative arrangements.
- Support team-building initiatives and activities.
- Assist with preparation of materials for print (bottles, corks, caps, labels).

**QUALIFICATIONS & SKILLS**
- Post-secondary education in Business, or related field preferred
- 2 - 3 years of experience in administrative support
- Highly organized, detail-oriented, and able to manage multiple priorities
- Strong written and verbal communication skills
- Proficient in Microsoft Office Suite (Excel, Word, PowerPoint)

**KEY ATTRIBUTES**
- Self-starter with initiative and willingness to learn
- Comfortable working in a fast-paced, collaborative environment
- Dependable and able to follow detailed instructions
- Positive attitude and strong interpersonal skills