Merchandise Administrative Assistant - Canada

Job Locations CA-BC-Surrey
Posted Date 2 weeks ago(2/8/2018 5:53 PM)
ID
2018-35775
Category
Merchandising/ Operations Support

Overview

POSITION PURPOSE:

 

To assist the Merchandising and all Senior Leadership team with executive secretarial and administrative support.  Acts as liaison with management and vendor trade in the absence of the manager. 

Responsibilities

DUTIES AND RESPONSIBILITIES:

 

  1. Screens phone calls, visitors and incoming correspondence, personally responds to requests for information concerning office procedures; determines/refers requests that supervisor, staff, or other manager must handle.  May prepare and sign routine correspondence and sign on behalf of manager..
  2. Arranges/schedules/prepares for conferences as directed.  May be requested to make site inspection visits to select appropriate venue for meeting.  Occasionally required to attend meetings and record minutes.
  3. Reviews outgoing materials and correspondence for consistency and conformance; assures that proper clearances have been obtained.
  4. Collects information from the files or staff for routine inquiries on programs or reports.  Routes non-routine inquiries on programs or reports.  Routes non-routine requests to appropriate person(s).
  5. Coordinates all personnel/administrative forms for the office and forwards for processing.
  6. Makes travel arrangements and hotel accommodations as required.
  7. Performs other duties and responsibilities as assigned by management or senior leadership.
  8. Serving as liaison with internal staff at all levels

Qualifications

EDUCATION/EXPERIENCE:

 

High school diploma plus secretarial courses combined with 5 years or more experience.  Excellent computer skills including MS Word, Excel and Powerpoint and other additional programs as required by the position.

 

SKILLS/QUALIFICATIONS/TRAVEL:

 

ReadingExcellent proof reading skills required to ensure accuracy of prepared correspondence and reports.  Excellent comprehension skills required in order to understand written directions from manager.

 

Writing – Ability to prepare meeting agendas, inter-office correspondence and external correspondence.

 

Math – Basic mathematical skills required when prepare expense reports and budgeting for hotel billings and meeting facilities.

 

Computer – MS Word, Excel, Powerpoint, E-mail.

 

Equipment – Use of general office equipment, including operational knowledge of video conference equipment.


Travel – Not a requirement.

 

PHYSICAL EFFORT/WORKING CONDITIONS:

 

No particular demand for physical exertion is required.

 

INNOVATION:

 

On an ongoing basis, monitors office procedures and offers suggestions on how to improve the effectiveness and efficiency of such procedures where necessary.

 

DECISION MAKING/PROBLEM SOLVING/IMPACT:

 

Decisions regularly made when scheduling meetings, selecting venues and negotiating costs.  Problem solving skills required on how to deal with urgent issues that may arise in the absence of manager.

 

CONTACTS:

 

Internal Contacts – All market staff and all management and departmental staff.

 

External Contacts – Travel agents, hotels, vendors, external callers and visitors.

 

MANAGEMENT/PLANNING:

 

No direct reports.

May provide work direction and training to more junior clerical staff.

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