Executive Assistant Group Supply Chain, ANSA McAL Ltd.

Job Summary:

The Executive Assistant will organize and coordinate office administration and procedures, to ensure organizational effectiveness, efficiency, and safety. The Executive Assistant is responsible for developing intra-office communication protocols, streamlining administrative procedures, and inventory control. The position will also take a lead role in delivering key supply chain projects.

Job Description:

• Schedule all meetings and manage/maintain the dynamic calendar for the HOGSC.
• Work alongside the Project Manager to ensure project support and execution.
• Manage incoming/outgoing correspondence and prioritize items as necessary.
• Book and manage travel schedules, including international travel.
• Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise.
• Keep management aware of commodity trends.
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing of industry publications.
• Generate Requisitions, insuring compliance to Group policy.
• Ensure department Purchase Orders are submitted to vendors and deliveries are made OTIF.
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time and orders closed upon fulfilment.
• Manage contract and price negotiations with office vendors and service providers,
• Provide general support to visitors.
• Prepare monthly reports.
• Organize orientation and training of new staff members.
• Design and implement online filing systems and ensure they are maintained and current.
• Ensure security, integrity, and confidentiality of data.
• Handle group customer inquiries and complaints

Education and Experience Requirements:

• Bachelor’s degree in business administration, communications, or a related field
• 3-5 years of work experience in an Executive Assistant / Office Administrator role.
• Advance Microsoft Suite.
• Spanish would be an asset.
• Detail Oriented with strong organizational and time management skills.
• Must be a self-starter and driven.
• Excellent communication and interpersonal skills
• Strong problem-solving skills and analytical abilities
• Power BI Training will be an asset.
•  A creative mind with an ability to suggest improvements.