Executive Assistant

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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 19 million square feet operating out of more than 175 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.

The Executive Assistant is responsible for providing professional, confidential, and administrative assistance and support to the senior leader, its team and other members of the executive team.

RESPONSIBILITIES

• Coordinates the executive’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 senior leader 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.

EXPERIENCE

• 5 years’ experience of related administrative support experience is required.
• 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

EDUCATION

• Related college diploma is required. University degree would be an asset.