Administrative Assistant

The Administrative Assistant will support 3 VPs within Global Sourcing and Procurement. This position is hybrid in office and requires office days that align with the team. This individual provides advanced administrative support requiring a broad and comprehensive knowledge of company policies, procedures, and practices. Independently ensures office systems and divisional procedures, policies and practices are administered effectively.

• Schedules and maintains multiple calendars of appointments and meetings. This Admin will be managing calendars in different time zones (Canada and Europe), therefore attention to detail is important.
• Coordinates travel itineraries and process expenses
• Responds to questions, requests, and research information. Interfaces with a variety of customers on issues which are complex or of a confidential nature
• Involves appropriate Associates from other departments or divisions to resolve issues.
• Organizes and maintains files, record keeping systems, and office layout
• Oversees and monitors administrative projects. Performs other duties as required or directed
• Organizes meetings (Catering, Booking Rooms, Follow up, etc.)
• Back-up Support to other Admins
• Manages and administers various documents and spreadsheets
• Responsible for creating and updating Powerpoint decks
• Acts as Proxy for certain systems as needed
• Support meetings, training and conferences with prep and logistics needs
• Plans and participates in department initiatives such leadership meetings.
• Communicates pertinent information among appropriate departments

Requirements:

• Administrative experience in a corporate setting required. We are looking for Senior level talent
• Superior organizational and administrative skills and the ability to multitask and maintain strong attention to detail in a fast-paced environment
• Strong Microsoft Office experience required, specifically PowerPoint, Excel, Outlook, and Word
• Excellent communication manner, solid written and verbal communication skills and must be customer service oriented
• Able to effectively manage confidential and sensitive information
• Must thrive in a very busy atmosphere
• Proven success of juggling many things at one time and ability to shift gears and prioritize
• Willingness to learn, take direction well and be a team player
• Ability to focus and get the job done while avoiding distractions
• Former experience scheduling meetings, managing multiple different time zone calendars, arranging travel schedules and processing expenses critical
• Strong ability to build relationships and collaborate with team members and other admins
• Great at being resourceful and leveraging relationships to problem solve