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Executive Administrative Assistant

2 weeks ago

Abbotsford, Canada NCS International Co Full time

Executive Administrative Assistant

**Status**:
Regular,

**Location**:
Abbotsford, British Columbia

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

**Key Accountabilities**

**(25%)**Executive Administration

**(40%)** Human Resources Administration

**(30%)**Marketing Administration

**(5%)** Office Administration

**Duties**

**Executive Administration**
- Assist the VP & GM in preparation for meetings and presentations as required
- Take meeting minutes and ensure timely and efficient follow-up on action items as directed by the VP & GM
- Management of office expenditures charged to credit card
- Timely and accurate submission of expenses for VP & GM
- Assist with calendar management for VP & GM
- Coordinate group meetings and events
- Travel planning, as required

**Human Resources Administration**
- Manage data for all job profiles and posts on various job boards
- Create, update excel master data lists for each Job Requisition
- Monitor applicants in Indeed, Workday and Plum
- Recommend and participate in job fairs when appropriate
- Manage the data base of job profiles in PLUM

**Marketing Administration**
- Assist in external event planning, as required
- Process and track purchase orders (POs) for marketing events and services
- Track and manage event-related expenses and vendor coordination
- Coordinate tradeshow logistics, including payments, obtaining Certificates of Insurance (COI), shipping documents, and ensuring all required materials are prepared for the team attending
- Maintain and update the marketing collateral database for all brands, ensuring files are current and accessible to relevant teams

**General** **Office Administration**
- Office and coffee supply inventory and ordering
- Office and building service contract negotiations and maintenance
- Perform any other duties as required by management

**Attributes**
- Exceptional ability in data management; fastidious attention to accuracy
- Typing skills minimum 50 WPM
- French English Bilingual an asset
- Ability to multitask and prioritize
- Strong verbal and written communication skills
- Ability to work independently and with a team
- Manage the reference and security checks
- Behave in an ethical and professional manner reflecting the values of the Company

**What’s in it for you**:
We are a major player, involved in the energy transformation in Canada. Certified* as a Great Place to Work®, we offer a dynamic work environment with great career opportunities. We promote autonomy and decision making.

**What sets us apart is our**:

- Annual profit-sharing offered to all in addition to our competitive compensation: rewarding accomplishments is part of our culture.
- A strong national network offering real opportunities to grow: our people make the difference.

**Among our benefits**:

- Flexible group insurance plan customizable to your needs.
- Free health resources available 24/7: Telemedicine and Employee Assistance Program (EAP).
- Group RRSP with employer contribution and TFSA.
- Postsecondary Scholarship Program for our employee’s children.
- Charging terminals available at our facilities.
- Years of Service Recognition Program.

Come build your career with us, a growing network where our people make it happen
- I_t_ is a certification within a larger organization_**.