Executive Assistant

Alberta Distillers is actively searching for an Executive Assistant to support our Plant General Manager. Reporting to the Plant General Manager, the Executive Assistant will be responsible for ensuring the office is running smoothly, while also providing administrative support to the Plant General Manager, HR department and Senior Management team.

This is a proactive role providing a highly professional efficient and confidential level of support to the Plant General Manager and the wider Site Leadership Team as required. As such a high level of flexibility is required to carry out the role effectively.

This position will be the first point of contact for all visitors to the site. The successful candidate will be required to conduct themselves in a professional manner and make a great first impression.

Role Responsibilities

Provide administrative Support to the Plant General Manager which includes:
o Management of a busy and complex calendar to ensure that business priorities are met alongside management of emails and general correspondence.
o Effective coordination of meetings for the Leadership Team plus organization and delivery of on and off-site events.
o Liaise with other teams to ensure effective execution of all internal and external visits to the site.
o Prepare and managed central administration budget.
o Coordination and execution of local community events and budgets.
o Assist with capturing and tracking of meeting actions and presenting of management review reports.
o Compile and coordinate agenda for senior leadership site visits.
o Assist in the preparation and delivery of presentations and communications to deliver to the business.
o Compile monthly expense reports an behalf on Plant General Manager and review all Leadership Team reports for approval.
o Coordinate travel and meeting arrangements including booking accommodation transportation and creating and maintaining agendas.
o Complete monthly expense reporting and reconciliation.
o Complete onboarding and welcome packages for all new hires including IT and office set up.
o Organize, coordinate, and complete the following administrative tasks:
o Order stationary, office supplies and sundries.
o Organize internal meeting lunches.
o Act as the liaison for all site file storage management.
o Be the main point of contact for office cleaning services.
o Complete site security tasks and act as a liaison with security team.
o Assist with IT Helpdesk tasks as required by sending out communication on system updates and outages.
o Ensure communication screens are maintained and updated on a regular basis.
• Complete the reconciliation of monthly invoices which includes:
o Setting up new vendors.
o Completing monthly expenses.
o Confirming invoices are allocated correctly to the appropriate General Ledger and cost center.
• Manage and organize the following programs and/or events:
o Ergonomic assessment program.
o Employee recognition program.
o Any required social events which include managing budgets and organizing vendors.
o Alberta Distillers Limited online store.
o Gift baskets for corporate donations.
o Monthly bottle and holiday bottle distribution.
o Office clearance.
o Employee Barrel Purchase program.
• Additional responsibilities include:
o Support Leadership team with month end reporting and web cycles.
o Support Managers and HR with employee onboarding plans.
o Coordinate training and manage list of attendees.
o Organize administration building maintenance.
• Other duties as assigned.

Qualifications

• Two (2) or more years of experience as an Executive Assistant or Office Administrator
• Post-secondary education in Business Administration or similar discipline would be an asset.
• Experience of working in a manufacturing site would be an asset.
• Proficient in Microsoft Office suite of products including Word, Excel, Powerpoint and Teams.
• Demonstrated experience overseeing office management responsibilities.
• Experience managing overly sensitive and confidential information.
• Strong attention to detail and level of accuracy
• Team player with excellent professional, interpersonal and organization skills; with the ability to relate to all corporate levels both internally and externally.
• Highly motivated with a positive "can do" attitude.
• Ability to multi-task, prioritize and work within a fast-paced environment.
• Exceptional written and verbal communication skills.

At Suntory Global Spirits, people are our number one priority, and we believe our people grow together in diverse and inclusive environments where their unique insights, experiences and backgrounds are valued and respected. Suntory Global Spirits is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, military veteran status and all other characteristics, attributes or choices protected by law. All recruitment and hiring decisions are based on an applicant's skills and experience.

Job Segment: Administrative Assistant, Executive Assistant, Secretary, Help Desk, Information Technology, Administrative, Technology