Martin-Brower of Canada Co. hiring Office Administrator/Executive Assistant in Mississauga, Ontario, Canada | LinkedIn (2024)

2024-13756

Position SummaryThe Office Administrator provides comprehensive administrative support, enabling the Senior Leadership Team (SLT) to focus on critical business matters. They optimize efficiency by proactively managing schedules, anticipating needs, resolving conflicts, prioritizing tasks, and effectively project managing strategic initiatives on behalf of the SLT. The role is the first face-to-face contact that visitors have with the Office and as such needs to present a positive image of the Company, through the provision of a friendly greeting and an efficient service. This role is responsible for overseeing the daily operations of the company’s office.

Position Responsibilities May Include, But Not Limited ToOffice Administration

• Organize and manage external maintenance company relationship to ensure office space is well maintained, safe and shared equipment is serviced as required
• Assist and support the coordination of large company events, e.g. Supplier Symposium and Road to World Class
• Support Employee Engagement Committee (EEC) with booking activities, coordinating events (e.g. pizza lunch, bowling nights) for the Head office
• Support the Communication team to ensure appropriate stakeholders receive company communication
• Organizes information in advance and consolidates meeting notes for follow-up actions for accountable owners, to ensure next steps are completed in a timely manner (e.g. pre-reads and action logs)
• Prioritize work efficiently to ensure smooth running of the office on a day-to-day basis, including identifying opportunities to improve administrative procedures and taking the initiative to suggest ways of working more efficiently
• Open, sort, and distribute incoming correspondence. Ensure internal & external mail and deliveries are administered to relevant departments
• Greet all visitors to the Head Office and ensure they have the appropriate passes to access the building during their visit

Executive Assistant

• Provide high-level support including advanced, diversified, and confidential administrative duties, organizing meetings, minute-taking and producing complex documentation in a timely manner
• Drafts correspondence in relation to standard requests, manages coordination of executive calendars, manages travel reservations, and performs expense reconciliation, etc.
• Proactively anticipate issues and take preventive measures, such as adjusting travel arrangements or resolving scheduling conflicts, without explicit direction
• Responsible for the Senior Leadership Team’s calendars including coordinating complex travel arrangements, scheduling reoccurring routine meetings, planning and preparations of events, working in collaboration with stakeholders including global stakeholders and the Customer
• Draft communications, presentation decks and other confidential material on the President's and other SLT members’ behalf, as appropriate. Identify and bring crucial issues to the SLT’s attention
• Ensure the operations follow all Safe Food for Canadians Regulations (SFCR), Global Food Safety Initiative (GFSI) and Good Warehouse Practices (GWP)/Good Drivers Practices (GDP) for transport rules and regulations
• Other projects or duties as assigned

Required Skills And Experience

• College diploma in business administration, office administration or another related field.
• High School Diploma
• 3+ years administrative or assistant-like experience
• 3+ years’ experience assisting a high-level executive
• Must exercise independent judgement and make appropriate decisions with limited supervision.
• Able to work well with all levels of management
• Tech-Savvy: Comfortable learning and being self-sufficient with new technologies
• Must demonstrate ability to think creatively, be proactive, take initiative, solve problems, and take a broad perspective
• Must demonstrate high levels of professionalism, maintain confidentiality, and establish strong business integrity is paramount
• Must possess strong organizational and multi-tasking skills; must have ability to prioritize appropriately and pivot where necessary
• Excellent verbal and written communication skills
• Advanced proficiency in Microsoft Office, especially in PowerPoint, Word & Excel
• This position must pass a post-offer background check

Physical Demands And Work EnvironmentReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Due to the nature of our business in regard to such things as delivery schedules, order inputs, selection, and Department of Transportation Hours of Service, overtime, attendance and punctuality are essential job functions. Should an individual in this classification not be able to adhere to this requirement due to a disability, they should contact their Human Resources department to see what, if any, reasonable accommodation may be made.