The Executive Assistant is responsible for coordinating and conducting all of the administrative duties for the executives. Responsibilities include but are not limited to calendar management and appointment bookings, arranging travel, preparing and maintaining correspondence and filing, and preparing agenda and materials for meetings.

RESPONSIBILITIES & DUTIES:

• Respond to all incoming calls made to the Executives from internal and external sources, including callers regarding orders/e-mails

• Provide updates, retrieve hardcopy or e-mail correspondence

• Responsible of all travel itineraries

• Handle outgoing correspondence on behalf of the executives, or respond to client requests via e-mail or letter

• Handle deadlines regarding Trademarks

• Take minutes at Senior Management Meetings

• Coordinate Private Label Manufacturing Association (PLMA) and Topco Show exhibit forms, and border/Food & Drug Association (FDA) clearance on transport truck

• Arranging travel bookings for the Team, giving consideration to travel preferences and costs

• Booking meeting rooms and/or arranging catering

• Preparing agendas and materials for meetings

• Typing/formatting letters as required with particular attention to detail

• Support sales department when needed

• Calendar management, contact updates, and appointment bookings

• Perform other duties as assigned

JOB SPECIFICATIONS:

KNOWLEDGE/EDUCATION/EXPERIENCE: 5-7 years’ experience required; post-secondary education required; Graduate required; Supervisory experience an asset; Computer knowledge and advanced skills in Word and Excel

INTERPERSONAL SKILLS/CONTACTS: regular access to confidential or sensitive information; frequent internal interactions and/or regular to frequent external interactions; purpose of internal/external contacts regularly related to complex matters; regular selling, negotiating, consulting, teaching/instructing, or advising; above average level of written and verbal communication skills required for successful job performance

PROBLEM SOLVING/JUDGMENT: position has some autonomy in terms of level of monitoring, and decisions usually do not follow prescribed guidelines; regular analysis required; regularly makes recommendations or referrals; responsible for solving moderate problems

MENTAL EFFORT: requires moderate to high levels of concentration and/or attentiveness; moderate duration and/or intensity of efforts; requires higher levels of thinking, watching, listening, verifying, checking numbers, creating or designing

PHYSICAL EFFORT: occasional duration or intensity of physical effort; some moderate energy required in terms of standing, walking, lifting, keyboarding, pushing, pulling, sitting, packing, assembling, bending or twisting; includes moderate fine or coarse movements

MATERIAL RESOURCES: moderate to high level of consequence and costs associated with errors as related to losses of time, money, or property; moderate responsibility for machinery, work aids, equipment, materials, properties, products, stock, inventory or tools

INFORMATION RESOURCES: moderate to high level of consequence and costs associated with errors as related to losses of time, money or property; moderate to high responsibility for information and or services; regular access to confidential, sensitive or proprietary information

PEOPLE/POLICIES/PRACTICES: no responsibility for people, policies or practices in terms of assigning work, development, evaluation, supervision, health and safety, performance, scheduling of work, training, coaching, or well-being; may occasionally demonstrate work practices to others

FINANCIAL RESOURCES: occasional to regular responsibility for financial data, money or financial transactions, financial records, expenditures, acquisition, financial analysis or risk management; has moderate to high opportunity to cause a negative impact to the organization or cause a serious consequence as a result of an error

ENVIRONMENT: works in an environment with occasional or some exposure to dirt, dust, grease, oil, or temperature extremes; may frequently face multiple demands or distractions; has limited or no exposure to poor ventilation, noise, or verbal abuse

HAZARDS: limited or no exposure to chemicals, fumes or smoke; has little or unlikely potential of injury, harm, illness or infectious disease; has limited or some exposure to machinery or equipment; may require occasional local travel

#ONDT