Executive Assistant

Executive Assistant. Wholesale Distribution
124 Milner Avenue, Unit 1, Scarborough, ON, M1S 3R2 • On-site
CA$38.53/hr
Full-time • Permanent

Job description

Looking for an EXPERIENCED AND VERSATILE Executive Assistant.

BSC Global Inc. is a wholesale and distribution business operating from 124 Milner Avenue, Unit 1, Scarborough, Ontario. We are hiring one permanent, full-time Executive Assistant to co-ordinate the administrative, research and reporting functions supporting our executives, committees and board of directors.

We are looking for an amazing Executive Assistant who is:

• Accurate, dependable and reliable when carrying a large workload

• Comfortable in a fast-paced environment with tight deadlines and constant reprioritising

• An excellent written and oral communicator with efficient interpersonal skills

• Proactive, organized and a quick learner, with the initiative to move work forward without close supervision

• A flexible team player who works well with warehouse, sales and accounts colleagues as well as with executives

DETAILED ROLE OVERVIEW

Executive and board support:

• Prepare reports and other documents for consideration and presentation to executive committees and boards of directors - Draft, format and finalize the reporting package the executive team and board review - sales performance, inventory position, supplier arrangements and operational results - and circulate it ahead of each sitting.

• Prepare and co-ordinate the production and submission of summary briefs and reports - Condense long-form operational and financial material into executive summary briefs, gather input from the warehouse, purchasing and accounts functions, manage version control, and submit by the deadline set.

• Analyze incoming and outgoing memoranda, submissions and reports - Review correspondence, supplier submissions and internal reports as they arrive and depart, identify what requires executive attention, flag deadlines, and route items to the responsible department.

• Prepare agendas and make arrangements for committee, board and other meetings - Build agendas, assemble and distribute meeting packages, book meeting space and virtual conferencing, confirm attendance and quorum, and track resulting action items through to completion.

• Record and prepare minutes of meetings, seminars and conferences - Attend committee, board and management meetings, record accurate minutes, circulate drafts for approval, and maintain the minute book and resolution register for the executive office.

Administration and daily operations:

• Establish and co-ordinate administrative policies and procedures - Develop and document the company's administrative policies, approval paths and record-keeping conventions, and co-ordinate their consistent application across the office, warehouse and sales functions.

• Determine and establish office procedures and routines - Set the day-to-day routines of the executive office - correspondence handling, document approval paths, filing conventions and the meeting cycle - and document them so they are applied consistently in the executives' absence.

• Plan, organize, direct, control and evaluate daily operations - Plan and organize the daily administrative workflow of the executive office, set priorities across competing deadlines, monitor progress, and evaluate whether office processes are meeting operational targets.

• Compile data to prepare documents - Pull sales, shipping, inventory and administrative data from internal systems and departmental sources and consolidate it into the format each document requires.

Research, liaison and travel:

• Conduct research - Carry out background research on suppliers, product lines, freight and logistics options, market conditions and regulatory requirements as directed by the executives, committees or board, and present findings concisely in writing.

• Liaise with departmental and corporate officials and with other organizations and associations - Act as the point of contact between the executive office and internal departments, suppliers, freight carriers, industry associations and external agencies on behalf of the executives, committees and board, and follow up until matters are closed.

• Arrange travel, related itineraries and make reservations - Book domestic and international travel for the executives, prepare detailed itineraries, arrange accommodation, ground transportation and trade show or conference registrations, and reconcile the associated travel expenses.

REQUIREMENTS

• Education: College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years, or equivalent experience

• Experience: 2 years to less than 3 years

• Language of work: English

• Computer and technology knowledge: MS Word, MS Excel, MS PowerPoint, MS Outlook, MS Office, SharePoint, spreadsheet software

• Area of work experience: Business administration/management

• Security and safety: Criminal record check

• Transportation: Parking paid by employer

WORK CONDITIONS

Fast-paced environment; work under pressure; tight deadlines; attention to detail; large workload; on-site at business location; remote work not available.

TERMS OF EMPLOYMENT

Permanent employment, full time, day shift, 30 hours per week

Wage

$38.53 per hour

Benefits

Health care plan; free parking available; paid time off (volunteering or personal days)

Language of work

English

Vacancies

1

Start date

As soon as possible

EMPLOYMENT EQUITY

BSC Global Inc. promotes equal employment opportunities for all job applicants, including those self-identifying as persons with disabilities, newcomers and refugees, Indigenous people, mature workers, and members of visible minorities.

HOW TO APPLY

• Email: [email protected]

• Mail: 124 Milner Avenue, Unit 1, Scarborough, Ontario M1S 3R2

Please quote "Executive Assistant - Scarborough" in your application.