Executive Assistant & Hr Administrator

Company Overview

At Jamieson Wellness, we’re dedicated to improving the world's health and wellness with our portfolio of innovative natural health brands. Established in 1922, Jamieson Vitamins is our heritage brand, available in over 45 countries and recognized as Canada's #1 consumer health brand. We manufacture and market sports nutrition products and specialty supplements under our Progressive, Precision and Iron Vegan brands, and market products by Smart Solutions, the #1 women's natural health focused brand in Canada. In 2017, Jamieson Wellness was named one of the top ten most reputable companies in Canada. For more information please visit jamiesonwellness.com.

Overall Responsibilities

The EA, and HR Administrator is responsible for a wide variety of administrative duties in support of the COPO and CSIO and other senior management members. Duties include but are not limited to office management, arranging travel plans, meeting minute-taking and distribution, scheduling appointments, company events, and drafting both internal and external correspondence. The EA and HR Administrator is also required to maintain confidentiality and professionally interact with employees, management and the public.

Specific Key Responsibilities & Duties

EA Responsibilities and Duties

• Prepare draft reports, background documentation, and research
• Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons
• Prepare travel schedules, book travel arrangements, and make reservations for senior management and executive staff
• Facilitate communication from department managers, business unit leaders, and project managers
• Prepare and review presentations
• Provide direct administrative and office management support to members of the executive team, as directed
• Receive incoming mail
• Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary
• Review, evaluate, and distribute priority correspondence for executive team
• Take and transcribe dictation notes
• Coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events
• Complete expense reports, pay invoices, and other related duties
• Maintain work schedules and calendars of executive management, particularly the COPO and CSIO

Receptionist Responsibilities & Duties

• Order office supplies
• Accept and monitor inbound shipments as necessary.
• Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is there.
• Ensure that the appropriate evacuation procedures are carried out in the event of an emergency.
• Troubleshoot and/or escalate office administration issues
• Call and set up service for company vehicle
• Plan and organize staff events and recreational activities
• Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
• Distribute mail with it arrives and prepare outgoing mail
• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
• Provide front desk reception duties including - respond to telephone, e-mail, and in-person inquiries from clients, business partners, and other parties.

HR Administrative Responsibilities & Duties

• Oversee Terry Berry Service awards, receive awards, distribute awards
• Oversee Windsor charity request program
• Perform other duties as necessary

Knowledge, Skills & Abilities Requirements

• Strong knowledge of office procedures and practices
• Proven organizational and time management skills
• Resourceful and flexible
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point)
• Experience interacting with employees, various management levels and the public at large
• Keen attention to details
• Manual dexterity required to operate computer and peripherals
• Post-Secondary Diploma in Business Administration, or relevant discipline, required
• Strict confidentiality
• Five (5) years' experience in an administrative role required, preference to administrative assistant position to executive/president