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Marketing and Administrative Assistant
Ref No.: 18-28279
Location: Woodbridge, Ontario
Position Type:Contract
Shift:First
Job Category:Admin/Secretarial
Benefits:401K, Dental Insurance, Medical Insurance
*12-18 month contract role, which would turn permanent if person going out on leave does not return.*

Interviews for this position will be conducted on Thursday 9/13, you must be available that day to be considered

The company: The founder of the non-dairy segment of the frozen-food industry, our client is a leading supplier and solutions provider to the foodservice, in-store bakery and retail marketplaces. The company is the world leader in non-dairy toppings, icings and other emulsions. Other key product categories include cakes and desserts; pizza, bakery products; breads and rolls; shrimp and seafood; appetizers and snacks; BBQ; meatballs and pasta; and gluten-free and all-natural items.

The environment: This is a fun, lively, intimate office environment, with a staff of approximately 25. No cubicle walls, music plays quietly overhead and there is a coffee bar at the entrance where everyone gathers. There is some light manufacturing on site, but the Executive Assistant will never be required to work or visit the production area.

PURPOSE STATEMENT:
Provides executive level pro-active administrative support and project coordination for the Canadian management and division, in particular the Division President to facilitate the efficient operation of the organization. Responsible for day to day office administration and maintenance of facility. You will also play a large role in assisting with branding and marketing with your team.

The Division President is a very accessible and down to Earth individual who will always make you feel welcomed and valued.

KEY ACCOUNTABILITIES/OUTCOMES:

Administrative Support
  • Provide administrative support to include creating presentations, answering telephone inquiries, scheduling meetings, making travel arrangements, filing, faxing, record retention, mail and couriers, new associate onboarding assistance and co-ordination, PTO calendar and system management for Canadian team, etc.
  • Answer phones, take messages and ensure that both internal and external customers receive exceptional services, including covering reception duties for Canadian office.
  • Branding and Marketing Initiative Efforts
  • Distribute correspondence, presentations, reports, etc.
  • Maintain up-to-date calendars for leader and other members of management.
  • Coordinate all aspects of meetings and travel including seminar/conference/meeting registrations.
  • Responsible for day to day office administration and management, including office and building maintenance supervision with landlord, or internal ( audio, lighting, maintenance, janitorial etc.) to keep office and building operating smoothly and looking professional at all times. Performs other day-to-day functions such as maintaining adequate office supplies, keeping office equipment stocked and operating, and ordering supplies as needed. Also responsible for coffee area, including periodic machine cleaning, filling coffee machine and supplies, keeping area neat and tidy, including loading and unloading the dishwasher as needed daily.
Project Support
  • Planning of and co-ordination of various special projects, researching and compiling information, preparing presentations, developing reports, etc..
  • Manage special projects as assigned providing coordination as needed.

KNOWLEDGE/SKILLS/EXPERIENCE:
  • Individual must possess a minimum of 3+ years administrative and marketinb/brandng experience and a University degree
    Excellent written and verbal communication skills.
  • Demonstrated ability to work with minimum supervision and multi-task effectively on a regular basis.
  • Ability to assume responsibility without direct supervision, exercise initiative and judgment and make decisions within the scope of assigned authority is required. Individual must possess the maturity to deal with matters of a highly confidential nature.
  • Possess excellent organizational and time-management skills to be able to be highly productive, focused on results and effective at managing multiple duties and working for multiple leaders concurrently.
  • Possess a high level of interpersonal skills to facilitate constant interaction with a wide variety of personalities and management styles. Ability to maintain focus on assigned tasks in spite of constant interruptions by telephone and personal contact. Work effectively with others, both internally and externally, to accomplish administrative duties.
  • Must possess high level of proficiency in all Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.) and possess the ability to independently adapt to new software programs as needed. Establish efficient contingency plans for times when information systems are malfunctioning.
KEY CUSTOMER CONTACTS:
  • All levels of associates across the division and organization.
  • Customers, suppliers, vendors and the public.

SCOPE INDICATORS:
  • Accuracy of reports/documents/presentations & meeting arrangements completed.
  • Internal/External customer satisfaction.Ability to assume responsibility without direct supervision, exercise initiative and judgment and make decisions within the scope of assigned authority is required. Individual must possess the maturity to deal with matters of a highly confidential nature.
  • Possess excellent organizational and time-management skills to be able to be highly productive, focused on results and effective at managing multiple duties and working for multiple leaders concurrently.
  • Possess a high level of interpersonal skills to facilitate constant interaction with a wide variety of personalities and management styles. Ability to maintain focus on assigned tasks in spite of constant interruptions by telephone and personal contact. Work effectively with others, both internally and externally, to accomplish administrative duties.
PHYSICAL REQUIREMENTS:
  • Daily use of computer and telephone.
  • Ability to verbally communicate with courtesy, clarity and diplomacy.
  • Depending on the day's activities – ability to sit for extended periods of time as well as necessity to actively move about – e.g. transporting and setting up supplies and equipment for meetings in conference rooms located in various locations in both buildings.
  • Supplies, unpacking and putting supplies away, some lifting required.
  • Maintenance and upkeep of servery (coffee station area)
Pay Rate: $20.00 - $25.00 per hour based upon experience and qualifications
Drug and background screenings required


On-Board Services provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, religion, sex, national origin, age, disability or genetics.