Job Description:
The Executive Assistant is responsible for supporting the President and COO by providing a high level of administrative support, office management coordination, and Board support. This involves preparing reports and presentations, handling information requests, and performing clerical functions such as arranging and scheduling meetings; coordinating Board meeting materials and logistics; maintaining organized, secure records; and acting as a friendly, responsive point of contact to help keep priorities moving.
Duties and Responsibilities
- Maintain President?s and COO?s records and document management system(s), ensuring appropriate organization, version control, retention, and confidentiality.
- Organize the President?s and COO?s schedules and monitor, respond to and distribute incoming communications/emails.
- Develop relationships with travel service providers and complete all arrangements for the Board, President and COO.
- Responsible for managing the corporate donation process.
- Assist with routine communication - preparation, editing, etc. (ad-hoc items outside of incoming emails).
- Prepare and edit presentations and other documents for various meetings.
- Arrange and coordinate meeting times and various events including the salaried staff meeting presentation.
- Record and transcribe minutes of meetings (SLT meeting, AGM etc.); track action items and follow up on deliverables as required.
- Coordinate end-to-end Board meetings, including the annual calendar, agendas, logistics, and scheduling.
- Handle sensitive and confidential information with discretion; maintain secure filing and controlled access for executive and Board materials.
- Prepare expense reports and reconciling of invoices and credit cards.
- Prepare and coordinate share-related information and documentation, including support for share sales and the annual review process, as requested.
- Work with President on any required Trademark administration.
- Coordinate Canada Pork Submissions for President with VP Administrative Assistant.
- Assist with ESG reporting and other related customer requirements.
- Lead various initiatives and interact with external parties as required.
- Meet regularly with President and COO and update them regarding issues/opportunities.
- Work on professional and personal development areas as identified.
- Responsible to create and recommend policy and processes within area of responsibility ie travel policy and donation policy.
- Facilitate ensuring office dcor is appropriate and liaising with facilities or housekeeping to address issues; coordinate day-to-day office operations, including vendor/service providers and office supply needs, as required.
- Coordinate with the Executive Administrative Assistant in duties and responsibilities that require backup as required.
Personal Development
- Attend company required training
- Remain current with technical knowledge in areas of responsibility
- Remain current on learning methodologies and best in class processes
- Attend regular 1:1 coaching/update sessions
Qualifications
- 3 5 years of experience as an Executive Assistant to senior level management.
- Post-secondary education in business-related field (or equivalent practical experience).
- Strong computer skills with in-depth knowledge of Microsoft Office suite.
- Strong organizational and planning skills.
- Strong level of professionalism balanced with an approachable, down-to-earth style.
- Excellent verbal and written communication skills.
- Proactive mindset with strong sense of initiative.
- Attention to detail and accuracy.
- Demonstrated discretion and sound judgment when handling confidential executive and Board information.
- Practical, service-oriented mindset with the ability to handle day-to-day office operations, troubleshoot issues, and adapt in a fast-moving environment.
- Comfortable communicating with a wide range of personalities (internal and external) in a clear, friendly, and professional manner.
Key Competencies
Service Excellence
- Maintains genuine relationships with customers over time, and stays on top of changing business needs
- Displays personal ownership and a sense of urgency over any issues or complaints that arise from the customer experience
- Maintains an outstanding customer experience despite time pressures or obstacles
Accountability and Initiative
- Consistently delivers on personal targets
- Commits to producing the very best output, while maintaining safety and quality
- Takes initiative and demonstrates a
do whatever it takes
work ethic to get the work done
Communicating With Clarity
- Verifies the meaning of messages sent by others and confirms any next steps required
- Communicates in a manner that is straightforward and easy to understand
- Answers questions in a professional manner
Why Work at Conestoga Meats?
- Growing company with opportunity to grow with team and department
- Stable full-time hours; no rotating shifts
- Employee referral bonus program (minimum $300 per hire)
- Competitive benefits package for you and your family at 3 months of service
- Pension plan and company matching at 1 year of service
- Floater day given on top of vacation days
- Diverse workforce; translation of communication materials into 8 languages
- Discounts on quality pork products
- Employee assistance program (financial assistance, mental health resources)
- Social Committee events (food trucks, gifts, games)
- BBQ's and wellness programs
- On-site training and company provided equipment
- Employee scholarship program and English courses