Job Description & How to Apply Below
Metro Supply Chain is a strategic supply chain solutions partner to some of the world's fastest growing and most reputable organizations. For 50 years, it has excelled at tailoring integrated, data driven solutions, fueled by advanced systems and technology, that fulfill complex and challenging distribution needs. Managing 22.5 million square feet operating out of more than 190 sites across North America and Europe with a team of 9,000, it is one of Canada's largest privately owned supply chain solutions companies.
Metro Supply Chain is a 2024 winner of the Canada's Best Managed Companies program, recognized for its strategic expertise, culture of innovation and commitment to its people and local communities.
Summary
The Executive Assistant is responsible for providing professional, confidential, and administrative assistance and support to the Chief Financial Officer (CFO), its team and other members of the executive team. The Executive Assistant will also be responsible for the administration of the Montreal Office.
RESPONSIBILITIES:
Coordinates the CFO’s calendar and schedules appointments, events and meetings
Secures meeting/conference rooms, catering, AV equipment and distributes handouts and meeting notes where necessary.
Assists with the preparation of meetings and presentations including creating text, graphs, charts and tables.
Ensure boardrooms are set up for meetings and unloaded when meetings conclude
Greets visitors, answers inquiries and responds to meeting requests and emails on behalf of the CFO and other executives.
Provides tracking of necessary budgets, including processing of expense reports and reconciliations.
Arranges travel schedules and make reservations as necessary.
Keep up-to-date contact lists.
Maintain confidentiality of highly sensitive information.
Organizes conferences and employee appreciation events.
Provides general administrative support, i.e filing, photocopying, etc.
Keep various databases, reports and templates up to date.
Assist managers with onboarding new employees, ordering materials and pre-hire follow-ups
Prepares and distributes internal communications where necessary.
Answers telephone and electronic enquiries and relay telephone calls and messages.
Coordinates incoming and outgoing mail and couriers.
Responsible for break room management.
Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure.
Makes sure the office is always functional, clean and tidy.
Promotes a positive office culture and a healthy and friendly working environment.
Manages office supplies, including ordering and distribution.
Other duties as assigned.
EDUCATION / EXPERIENCE
Related college diploma is required. University degree would be an asset.
5 years’ experience of related administrative support experience is required.
CORE COMPETENCIES:
Excellent communication and interpersonal skills – both written and verbal in French and English, and the ability to develop relationships at all levels in the organization. The position holder will be required to communicate regularly with clients, management and colleagues located outside Quebec.
Excellent organizational skills, including the ability to manage multiple, often competing priorities under pressure to meet tight deadlines.
Strong MS Office skills including MS Word and PowerPoint are a must.
Strong written and verbal communication skills; including strong proofreading and editing.
Highly reliable with a demonstrated ability to multi-task.
Ability to exercise political savvy and impeccable judgment.
Strong problem-solving skills.
Strong interpersonal skills to interact effectively with individuals at all levels of the organization as well as external customers and key stakeholders.
Autonomous and self-driven
The position holder will be required to communicate regularly with executive management, clients and colleagues located outside Quebec as part of work and case follow-ups. An advance level of spoken and written English is required.
Why Join Us
- Work in an environment where safety is our first priority
- The opportunity to build a career with a growing company
- Medical, dental, and vision coverage for you…
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