Administrative Assistant, National Office

Overview:

Reporting to the Chief Financial Officer (CFO), this position is responsible for all general administration, clerical & coordination aspects related to the National office of Canada's largest automotive group and its executive team.

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Primary Responsibilities:

• Maintaining & ordering office supplies.
• Coordinate the booking of travel & related requirements for the executive team.
• Tracking of accounts payable invoices, obtaining approvals & forwarding to accounting for payment.
• Compilation and distribution of monthly executive reporting and other ad-hoc reporting, as required.
• Prompt handling of corporate inquiries.
• Preparation & submission of executive team expense reports, as requested.
• Assist with the preparation of slide material for presentations & executive meetings.
• Other responsibilities as determined by management.
• Manage all inbound & outbound couriers.
• Maintain tracking of National team attendance & vacation absences.
• Prompt handling, response & forwarding of any customer service-related matters.
• General filing & other miscellaneous work as required.
• Compile & distribute minutes of department & other meetings.
• Scheduling of executive calendars, office meetings, teleconference calls, offsite meetings & other events including associated event requirements.
• Preparation of ad-hoc reports as required.
• Managing the booking of boardroom calendars.
• Greeting visitors, answering incoming calls and handling general office inquiries.

General Accountabilities:

• Follow Health & Safety Program and observe provincial Occupational Health & Safety regulations.
• Follow established company policies and procedures.
• Maintain composure and work effectively in a fast-paced environment.
• Participate in meetings and all training, as required.
• Provide professional customer service and employee support.

Skills:

• Possess strong interpersonal skills with the ability to effectively interact with all levels of employees including executive management.
• Ability to work in a team environment to achieve common goals.
• Ability to take ownership of tasks and deliver high quality results.
• Excellent written and verbal communication skills.
• Acting with discretion and maintaining confidentiality.
• Sound organizational ability and high attention to detail.
• Strong computer proficiency with all MS Office suite of products, including PowerPoint, Excel and Word.
• High level of accuracy and personal initiative.

Qualifications:

• Minimum of five (5) + years of work experience as an Administrative Assistant.
• Post-Secondary education or University degree.