Administrative Assistant

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The Executive Assistant is responsible for providing administrative support to the Senior Vice President, Supply Management by coordinating the activities of the Kruger Supply Management (KSM) team and performing a wide range of administrative duties. The incumbent must possess a thorough understanding of protocol, exercise discretion and professionalism, be able to accept and carry out responsibilities, and have the ability to interpret information and make decisions in accordance with the organization's prescribed procedures and practices, while maintaining confidentiality and exercising diplomacy and tact at all times. The Executive Assistant reports to the Senior Vice President, Supply Management.
- **RESPONSIBILITIES**_
- Manage and maintain the Senior Vice President, Supply Management's calendar and maintain vacation and leave records for the KSM team and office building team.
- Assist the VP and Category Managers with various daily tasks.
- Prepare and distribute reports related to the procurement department.
- Manage management approval requests and contract filing

Ensure that management approval requests are tracked in SharePoint.
- Ensure that the KSM team's contract database is up to date (monthly reports, review contracts, track expiration dates, etc.).
- Ensure all contracts comply with Kruger policies.
- Receive and create approval workflows for category managers.
- Notify contract manager of any inaccuracies or oversights noted for correction.
- Monitor project deliverable to obtain signatory approvals as per procedures.
- Scan and archive contracts into the SharePoint archiving tool.
- Notify product managers when approval requests to management are approved.
- Send contracts to product managers or managers suppliers, to Corporate Secretary for legal filing.
- Assign and modify permissions to members of the various contract files and Share Point approval routes.
- Ensure the updating of standard contracts and procurement documents.
- Create approval routes for new projects.
- Provide training and support to new Share Point users
- Management of the master supplier file of the procurement system (JDE/ SAP KAMLOOPS)
- Ensure the integrity of the master supplier file of all Kruger sites. Ensure the validity of information and provide support to the various departments and sites.
- Maintain a high level of communication, cooperation and coordination with assigned Kruger sites and departments, regarding requests for creation, updates, issues, and modifications.
- Verification of banking information with suppliers.
- Coordinate logistics, including meetings, seminars, workshops, special projects, and events and coordination of meetings and travel.
- Prepare meeting materials as specified by the Senior Vice President, Supply Management, and the incumbent's knowledge of the file.
- Makes travel arrangements for the Senior Vice President, Supply Management and Directors as required, including flight and hotel reservations, car rentals and itinerary details
- Management of correspondence_
- Review, distribute and follow up on all incoming mail addressed to the Senior Vice President, Supply Management and the KSM team office and manage outgoing mail (by courier, PDF, etc.).
- Maintain and update contact information for the Senior Vice President, Supply Management.
- Review format, content, grammar, and spelling of correspondence prepared for signature by senior management and edit correspondence as necessary.
- Maintain a comprehensive filing system and contract management system in SharePoint.

Other duties
- Ensure a safe and healthy work environment through compliance with health and safety policies, standard practices and programs.
- Prepare and distribute communications to vendors including mass mailings
- Perform other duties as required.
- **ACADEMIC**_

University degree or college diploma or eight (8) to ten (10) years of related experience
- **EXPERIENCE**_

Advanced computer skills in MS Word, Excel, PowerPoint, Outlook, JDE, SharePoint, SAP is an asset.

Proven ability to communicate effectively with all levels within the organization, procurement partners and external suppliers.
- **SKILLS AND ABILITIES**_
- Resourceful - detail oriented, Strong organizational skills.
- Time management skills and the ability to multi-task in order to complete a variety of jobs with differing priorities and deadlines
- Excellent oral and written communication skills in both English and French
- Strong sense of ownership and autonomy. Ability to make timely, fact-based decisions.
- Tailor oral and written communications to the audience.
- Demonstrate creativity and innovation.
- Consistently draw accurate conclusions from information
- Demonstrate honesty, integrity, commitment and consistent behavior
- **LANGUAGES**_

Good verbal and written communication skills, both in English and French

**Job Types**: Full-time, Fixed term contract

**Benefits**:

- Dental care
- Extended health care
- Paid time