Administrative Executive Assistant

Description

The Role: Reporting to the VP of Talent, Safety, and Learning, this role will provide essential administrative support to the department. You will be responsible for ensuring accurate data reporting related to compliance and financial needs, and for coordinating various administrative tasks. You’ll work closely with internal teams and external partners, fostering strong relationships across departments. This role requires someone who is highly organized, self-motivated, and capable of managing multiple priorities efficiently.

Responsibilities

• Prepare and coordinate purchase orders and goods receipts for the department, providing guidance and training to team members on the process.
• Manage invoices, expenses, reimbursements, office supply orders, travel arrangements, and itineraries to ensure seamless operations.
• Create, maintain, and consolidate various reports, including forecasts, for leadership in different formats and frequencies.
• Organize and coordinate in-person and virtual meetings, including scheduling, preparing agendas, setting up materials and equipment, arranging guest speakers, and providing refreshments.
• Support and coordinate large-scale events such as team planning meetings, team-building activities, and recognition events.
• Assist with the administration of departmental programs (e.g., Service Awards, Appreciation Program) to promote engagement and recognition.
• Manage and prioritize the VP’s calendar, optimizing schedules to ensure key priorities are addressed.
• Regularly communicate task prioritization to align team goals with departmental objectives.
• Prepare daily status updates and reports to keep leadership informed on key activities.
• Coordinate and track team assets and resources, ensuring timely follow-ups.
• Monitor and ensure the completion of all required training and certifications within the team.

To Succeed in This Role, You Will Need

• 3-5 years of experience as an Executive Assistant, preferably in a fast-paced and dynamic environment.
• Strong proficiency with MS Office 365, including Word, Teams, Excel, PowerPoint, and Outlook.
• Exceptional verbal and written communication skills.
• Strong interpersonal skills with the ability to collaborate across teams and with external partners.
• Attention to detail, resourcefulness, and excellent problem-solving abilities.
• Critical thinking skills with the ability to make informed decisions independently.
• The ability to prioritize tasks effectively to manage multiple responsibilities simultaneously.

Why Join Us:

Why Join Us? At Purolator, we are committed to fostering an inclusive and supportive workplace. You will be part of a dynamic team that values collaboration, professional development, and work-life balance. We are dedicated to creating a culture where everyone can thrive. If you're looking for a role where you can make an impact and grow, we encourage you to apply.