Hybrid Executive Administrative Assistant en None

Status:

Location:

Job Description

Reporting To:

Vice President & General Manager

Key Accountabilities

(25%)    Executive Administration

(40%)    Human Resources Administration

(30%)    Marketing Administration

(5%)       Office Administration

Duties

Executive Administration

• Assist the VP & GM in preparation for meetings and presentations as required
• Take meeting minutes and ensure timely and efficient follow-up on action items as directed by the VP & GM
• Management of office expenditures charged to credit card
• Timely and accurate submission of expenses for VP & GM
• Assist with calendar management for VP & GM
• Coordinate group meetings and events
• Travel planning, as required

Human Resources Administration

• Manage data for all job profiles and posts on various job boards
  • Create, update excel master data lists for each Job Requisition
  • Monitor applicants in Indeed, Workday and Plum
  • Send reminders to applicants who haven’t completed the application process
  • Recommend and participate in job fairs when appropriate
• Manage the data base of job profiles in PLUM
  • Ensure these data stays accurate and reflect the actual name, email and Plum profile of the candidate of each posted position
  • Consider nuances between various applications names, emails

Marketing Administration

• Assist in external event planning, as required
• Process and track purchase orders (POs) for marketing events and services
• Track and manage event-related expenses and vendor coordination
• Coordinate tradeshow logistics, including payments, obtaining Certificates of Insurance (COI), shipping documents, and ensuring all required materials are prepared for the team attending
• Maintain and update the marketing collateral database for all brands, ensuring files are current and accessible to relevant teams

General Office Administration

• Office and coffee supply inventory and ordering
• Office and building service contract negotiations and maintenance
• Perform any other duties as required by management

Attributes

• Exceptional ability in data management; fastidious attention to accuracy
• Typing skills minimum 50 WPM
• French English Bilingual an asset
• Ability to multitask and prioritize
• Strong verbal and written communication skills
• Ability to work independently and with a team
• Prepare reports and ensure successful handoff of updated candidate lists to hiring managers.
• Manage the reference and security checks
• Behave in an ethical and professional manner reflecting the values of the Company

What’s in it for you