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Executive Assistant

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McCain Foods

1mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • Toronto

AI generated summary

  • You need 5+ years as an EA at the C-suite level, strong skills in Concur, Microsoft Office, Coupa, excellent communication, problem-solving abilities, and high attention to detail in a hybrid role.
  • You will manage calendars, coordinate meetings and travel, handle emails, prepare documents, assist onboarding, process invoices, and support other assistants as needed.

Requirements

  • 5+ years of Executive Assistant experience at a C-suite level.
  • Strong knowledge and hands-on experience with Concur, Microsoft Office suite, and Coupa.
  • Exceptional organizational and time management skills, with the ability to handle multiple tasks simultaneously.
  • Proven ability to work within strict confidentiality guidelines, maintaining discretion and the ability to prioritize.
  • Excellent written and verbal communication skills.
  • Ability to problem solve on a daily basis exercising sound administrative judgment with a sense of urgency and in absence of supervision.
  • High level of attention to detail and accuracy.
  • Professional demeanor and ability to maintain composure under pressure.
  • An ability to work in a team environment and be equally comfortable working independently.
  • Strong organizational skills, thinking ahead on tasks to anticipate future needs and/or potential challenges that may arise.
  • An adaptable and collaborative style respecting the needs and contributions of others.
  • This is a hybrid position.

Responsibilities

  • Manage the overall coordination of calendars, as well as, meetings and conference calls in multiple time zones using Outlook.
  • Responsible for coordinating all details surrounding meetings including making travel arrangements, booking meeting rooms, ordering catering and other support required.
  • Manage information flow and emails from both internal and external sources, organizing and responding accordingly.
  • Travel arrangements – organizing and scheduling with the McCain Travel Department all flights, hotel bookings, rental cars, etic for domestic and international travel bookings.
  • Assist with management of SharePoint sites (i.e. creating folders, assisting team with navigation).
  • Preparing documentation as requested using the Microsoft Suite of products including PowerPoint, Word, and Excel.
  • Assist with the onboarding of new employees in the department by requesting network accounts, computer equipment, and scheduling onboarding calls/meetings.
  • Creating and submitting expense reports using Concur.
  • Process departmental invoices and respond to vendor queries re. payment.
  • Act as a back-up for other assistants during illness or vacations, as needed.
  • Troubleshoot laptop/phone issues occasionally.
  • May be assigned additional administrative tasks as required to support business needs.

FAQs

What is the main purpose of the Executive Assistant position?

The main purpose of the Executive Assistant position is to provide executive support to the Chief Financial Officer and Chief Legal Officer, managing calendars, meetings, and travel arrangements while ensuring confidentiality and efficient information flow.

How many years of experience are required for this position?

The position requires 5+ years of Executive Assistant experience at a C-suite level.

What are the key systems the Executive Assistant should be familiar with?

The Executive Assistant should have strong knowledge and hands-on experience with Concur, Microsoft Office suite, and Coupa.

What types of tasks will the Executive Assistant be responsible for?

The Executive Assistant will be responsible for managing calendars, coordinating meetings, making travel arrangements, preparing documentation, creating expense reports, processing invoices, and assisting with onboarding new employees.

What skills are essential for this role?

Essential skills for this role include exceptional organizational and time management skills, the ability to maintain confidentiality, excellent written and verbal communication skills, problem-solving abilities, and a high level of attention to detail.

Will the Executive Assistant work independently or as part of a team?

The Executive Assistant should be comfortable working both independently and as part of a team, adapting their style to respect the needs and contributions of others.

Is this position hybrid?

Yes, this is a hybrid position.

What steps does McCain Foods take to ensure diversity and inclusion in the workplace?

McCain Foods values diversity and aims to ensure an antiracist, inclusive, merit-based, and equitable workplace that reflects the communities they operate in, recognizing that diversity drives creativity, resilience, and success.

What should applicants do if they require an accommodation during the recruitment process?

Applicants requiring accommodations should inform McCain Foods, and the company will work with them to meet their needs.

How will personal data be handled during the application process?

By submitting personal data or information, applicants agree that it will be handled in accordance with McCain Foods' Global Privacy Policy.

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McCain Foods

Celebrating real connections through delicious, planet-friendly food

1-10
Employees
1957
Founded Year

Mission & Purpose

At McCain Foods we know the importance that food plays in people's lives - the power it has to uplift and bring people, families, businesses and communities together. Guided by our purpose - Celebrating real connections through delicious, planet-friendly food - we believe that working together with our teams, business and community partners will bring sustainable growth and positive change - today, tomorrow and for generations to come. As a privately owned family company with over 65 years of experience, a presence in over 160 countries and a global team of 20,000+ people, our values and culture are at the heart of everything we do. Our product quality, people and customer dedication help us achieve global sales in excess of CDN $11 billion. Through our investment and innovation, we continue to be a global leader in prepared potato products, including our famous French Fries and appetizers. We are passionate about supporting and developing our people-providing opportunities to grow and learn in their roles, as well as building careers for the long term.