Administrative Assistant

**PRIMARY FOCUS**:
The Administrative Assistant will provide a wide range of administrative services to support the effective and efficient operation of the office. Responsibilities include ensuring all visitors to The Little Potato Company are greeted in a professional and courteous manner, ensuring the reception area and boardroom are kept presentable and maintaining an overall safe and clean work environment. The Administrative Assistant is also responsible to deal with inquiries, plan social events, being discreet when handling confidential records, and accurate and timely when transferring or relaying information.

**DUTIES AND RESPONSIBILITIES**:
**Executive Assistance**

Collaborate/Support/Partner with EA to CEO to provide coverage and essential duties when necessary.

Communication and coordination with Executive Assistant & Corporate travel agent, assist in making travel arrangements, including flights and hotel of Executives and Leadership.

Update and coordinate presentations for Executive meetings and Leadership.

Supports Leadership Meeting coordination.

Partner Executive Event Coordination.

**Reception (US and Canada)**

Meet and greet all visitors and guests, fielding any inquiries or assisting with requests.

Answer and direct all incoming phone calls.

Screen the phone calls, directing to appropriate staff or department when necessary.

Ensure standard security procedures for visitors are enforced using Envoy system.

Assist and follow up with consumer inquiries.

Provide coverage to reception duties.

**Meeting and Event Support**

Prepare boardroom prior to any meetings, including sufficient supplies, and ensure boardroom is tidied up following meetings.

Handle special projects, staff programs and event coordination.

Order refreshments and lunches for committee meetings.

**Administrative support**

Manage incoming and outgoing mail (open, date stamp, distribute, stamp outgoing, etc.).

Pick up and drop off mail daily.

Administrative (data entry, typing, filing, faxing) duties as assigned.

Prepare and track courier shipments and prepare customs invoices for international packages. Experience with Purolator, UPS and FedEx is an asset.

Complete expenses for Leadership Teams required. Using Chrome River

Maintain boardroom schedule.

Data entry and filing of employee awards.

General office organization: order office supplies, oversee maintenance and upkeep of office equipment.

Ensure office equipment (copier, printer, coffee machine, etc.) are stocked and operating properly.

Place service calls on equipment when necessary.

Maintain office and kitchen supplies, and order when necessary.

Maintain cleanliness and tidying of boardroom, supply room, office, kitchen, for events and meetings.

Works with vendors regarding employee catalogue and orders.

Liaison with cab service regarding procedure and service with LPC.

Other project management and duties as assigned.

**DESIRED QUALIFICATIONS**:
Minimum 5-year experience in reception and/or office administration with a small to medium sized company.

Excellent software proficiency in Microsoft Office (Excel, Word, Outlook, and PowerPoint) and Microsoft Teams.

Knowledge of Chrome River is an asset.

Reliable transportation to the Nisku Plant is a must

Superior oral and written communication skills along with the ability to communicate effectively and professionally to all visitors and associates at all levels within the Company.

Strong interpersonal and communication skills.

Exceptional telephone manners.

Ability to multi-task efficiently and prioritize.

Strong customer service skills to be responsive and service-oriented to internal and external customers.

Knowledge of office procedures and general office equipment.

**KEY COMPETENCIES**:
Strong interpersonal, and verbal and written communication skills.

Demonstrated time management skills.

Ability to work unsupervised.

Ability to be a self-initiator.

Ability to focus, plan, meet deadlines and manage multiple changing tasks.

Business training and acumen.

Strong writing and proof-reading skills.

Highly resourceful team-player, with the ability to also be extremely effective independently.

Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

**PHYSICAL DEMANDS**:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to sit, bend, climb or balance and stoop, kneel, crouch, crawl or twist. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Exertion of physical strength to push, pull, move and lift objects up to 50