Job Description Summary

This position is primarily responsible for a wide variety of administrative duties in support of the Director of Warehouse Operations and Vendor Manager. Duties include but are not limited to arranging travel plans, meeting minute-taking and distribution, scheduling appointments and drafting both internal and external correspondence. The Administrative Assistant, Warehouse Operations and Vendor Management is also required to maintain confidentiality and professionally interact with employees, management and the public. Other duties shall be assigned as necessary. This position reports into the Director of Warehouse Operations and Inventory Control.

Essential Duties and Responsibilities (Job Key Contributions/Task):

• Provide direct administrative and office management support to the Director of Warehouse Operations and Vendor Manager, as directed.
• Maintain work schedules and calendars, prepare travel schedules, book travel arrangements, and make reservations for the Director of Warehouse Operations and Inventory Control.
• Coordinate logistics of programs including meetings, seminars, workshops, special projects, and events.
• Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary.
• Prepare draft reports, background documentation, and research.
• Receive and screen all inbound telephone calls, e-mails, and visitors for the Director of Warehouse Operations and Inventory Control.
• Refer and/or redirect calls, e-mails, or visitors as required.
• Troubleshoot and/or escalate administration issues.
• Receive incoming mail.
• Facilitate communication from department managers, business unit leaders, and project managers.
• Complete expense reports, submit invoices, and other related duties.
• Prepare and review presentations.
• Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.
• Work closely with Vendor Management leaders to ensure complete customer satisfaction.
• Facilitate communication from department managers, business unit leaders, and project managers.
• Maintain confidentiality and professionally interact with employees, management and the public.
• Assist with projects, as needed.
• Perform other duties as required/assigned by the Director of Warehouse Operations and Inventory Control.

Job Key Competencies/Skills

• Excellent organizational, negotiation, planning and time management skills
• Effective communication skills with individuals at all levels of the organization
• Excellent written and verbal English comprehension and communication skills
• Excellent organizational and multi-tasking skills to meet deadlines
• Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint)
• Keen attention to detail
• Strong listening and questioning skills
• A positive attitude to dealing with people;
• Pro-actively participates in the processes
• A “self-starter” who thrives in a dynamic and collaborative team environment.
• A high level of execution is required for this position, as well as follow through, problem solving skills

Qualifications and experience:

• Post Secondary Diploma in Business Administration, or relevant discipline is a strong asset.
• Secondary School Diploma required.
• 5-7 years' experience in an administrative role preferred.
• Strong knowledge of office procedures and practices.
• Keen attention to details.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point).
• Resourceful and flexible.
• Proven organizational and time management skills.
• Ability to identify and address root causes when solving problems
• Collaborative change agent and relationship builder when working with other departments and functional teams to coordinate effective solutions.

Language Skills:

English is the principal language for this position. This position requires good written and verbal communication skills and the ability to communicate effectively in a diverse multicultural environment.

Statement of Non-Inclusivity:

This job description is not to be construed as a complete listing of the duties and responsibilities that may be given to any employee. The duties and responsibilities outlined in this position may be added to or changed when deemed appropriate and necessary by the person who is managerially responsible for this position.

Apple Express offers a culture that fosters inclusion and respect. We are committed to providing accessible employment practices, in compliance with the AODA. Requests for accommodation can be made at any stage of the recruitment process, applicants are asked to make their needs/requirements known.