Administrative Assistant

Oppy; Coquitlam; Hybrid; CAD 50,000 - 58,000; Full time

Benefits offered by this job

Hybrid work model

Full benefits package

Lifestyle spending account

Continuing educational support

Job summary

Oppy is seeking an Administrative Assistant to provide senior-level support to assigned executives. The role involves skillfully planning and organizing complex schedules, travel, and meetings in a fast-paced environment, while maintaining confidentiality and high integrity.

The successful candidate will coordinate travel, prepare reports, and liaise across departments, ensuring effective communication and organizational efficiency in daily operations.

Qualifications

• Advanced knowledge of Microsoft Office including Teams, Outlook, Word, Excel, and PowerPoint.
• Proven experience in planning and coordinating complex meetings and events, generating reports and recording meeting minutes.
• Excellent interpersonal, communication (written & verbal) and customer service skills; experienced in composing high-level memos, emails and documents using best practice business writing principles.
• Proven success in identifying and anticipating needs, possessing a high degree of patience and perceptiveness.
• Ability to build and maintain positive, highly effective business relationships with executive level clients, at all levels of an organization.
• Proven ability in exercising good judgement, problem solving, and critical thinking skills; demonstrates a high level of integrity, ethics, and professionalism at all times.
• Self-motivated with strong organizational, prioritization and multi-tasking skills, with the ability to balance complex priorities and deadlines.
• Positive and engaging attitude, with a commitment to fostering an inclusive, supportive, and fun working environment.

Responsibilities

• Plans, coordinates, and attends various meetings, preparing agendas, creating materials, coordinating logistics, and recording minutes.
• Proactively manages and prioritizes an executive's schedule and requests.
• Prepares and organizes travel arrangements for executives and other parties.
• Manages vacation requests and annual reviews for executives.
• Schedules performance review meetings and prepares required documents.
• Provides back-up support to Executive Assistants as required.
• Acts as liaison between executives and departments to maintain communications.

Skills

Microsoft Office

Meeting planning

Travel coordination

Customer service

Business writing

Relationship management

Problem solving

Multi-tasking

Education

Business Administration degree

Tools

Database management

Job description

Grow our tomorrow. Celebrating over 165 years in business, we are one of North America’s top fresh produce sales and marketing companies. We bring over 100 varieties of produce from more than 20 different countries to the market. Recognized as one of Canada’s Best Managed Companies for the past 20 years and one of Canada’s (and BC’s) Top Employers, our business is managed by a team of dedicated professionals delivering exceptional service from over a dozen offices throughout North and South America. And, because a healthy planet is essential to our growers, customers, and all of us at Oppenheimer, sustainability plays a vital role in everything we do.

Recognized as a Top 100 Employer and Canada’s Best Managed Companies (for the last 20 years!), our diverse team of dedicated professionals collaborate and make connections across our locations throughout North and South America. We owe our success to our adaptability, innovative and entrepreneurial approach, our commitment to our people, and the incredible relationships we build. We are looking for talented people who love a fast‑paced, dynamic environment where you can grow your skills and career in a sector with abundant opportunity. Grow your tomorrow with us, today.

Overview

Reporting to the Senior Executive Assistant, the Administrative Assistant provides senior-level support to assigned functional areas or executive managers. Responsible for skillfully planning and organizing complex schedules and business activities in a dynamic, fast-paced work environment, demonstrating flexibility and adaptability. Actively contributes to effective departmental functioning, enhancing organizational efficiency, and promoting a collaborative and cooperative workplace culture. Manages tasks with the highest level of integrity and confidentiality, and exhibits excellent communication and interpersonal skills, capable of building positive working relationships with stakeholders at all levels of the organization. Demonstrates a strong sense of accountability and commitment to excellence, ensuring the delivery of high-quality administrative services.

The expected base salary range of this position is $50,000 – $58,000. Our salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position based in our U.S. and Canada office locations. Within the range, individual pay is determined by various factors including location, job-related skills, relevant experience, education, formal training, and internal equity.

Accountabilities

• Plans, coordinates, and attends various meetings, performing the preparation of meeting agendas, creation of presentation materials, coordinating logistics, record of meeting minutes, and scheduling of follow-up meetings; maintains a detailed account of meetings to ensure consistent and accurate information management.
• Proactively manages and prioritizes assigned executive’s schedule; effectively prioritizes numerous requests and incoming information, ensuring appropriate level of urgency is given to each.
• Prepares and organizes travel arrangements, including flights and accommodations, for assigned executive managers and/or other assigned parties in accordance with the corporate travel policy.
• Manages assigned executive manager’s and/other assigned parties vacation requests, including tracking, submission, and annual review.
• Schedules and coordinates performance review meetings for assigned executive managers, ensuring all parties are notified and any necessary documentation is prepared in advance.
• Manages IT department vendors, ensuring invoices are collected, accurately coded, and submitted for timely approval.
• Prepares monthly credit card expense reporting for assigned executive managers and/or other assigned parties in accordance with the corporate policy.
• Provides back-up support to the Executive Assistants as required.
• Serves as a liaison between the executives, managers and business associates as required to help maintain effective relationships and communications across all departments.
• Other ad-hoc responsibilities as assigned.

Required Knowledge & Abilities

• Advanced knowledge of Microsoft Office including Teams, Outlook, Word, Excel, and PowerPoint, as well as experience with database management, record keeping, and data entry.
• Proven experience in (but not limited to) planning and coordinating complex meetings and events, generating reports and recording meeting minutes, performing expense reconciliations, and coordinating travel arrangements for assigned functional areas or executive managers.
• Excellent interpersonal, communication (written & verbal) and customer service skills; experienced in composing high-level memos, emails and documents using best practice business writing principles.
• Proven success in identifying and anticipating needs, possessing a high degree of patience and perceptiveness.
• Ability to build and maintain positive, highly effective business relationships with executive level clients, at all levels of an organization.
• Proven ability in exercising good judgement, problem solving, and critical thinking skills; demonstrates a high level of integrity, ethics, and professionalism at all times.
• Self-motivated with strong organizational, prioritization and multi-tasking skills, with the ability to balance complex priorities and deadlines.
• Positive and engaging attitude, with a commitment to fostering an inclusive, supportive, and fun working environment.

Required Qualifications

• Degree, diploma in Business Administration or related field or a combination of equivalent education and experience.
• Minimum, 2 – 4 years of executive support experience in a fast-paced environment.

Why Work for Oppy?

• We are an established leader in the fresh produce industry, continuously working to improve, innovate and disrupt the norm. Oppy is a place where you are encouraged to contribute and can have a meaningful impact.
• We have a strong culture with terrific people that care about the business and each other. We want our people to grow and succeed.
• We offer a hybrid work model with a mix of in-office and at-home work arrangements.
• We offer a competitive total compensation package that includes a full benefits package, lifestyle spending account, continuing educational support and more!

Inclusion and Equal Opportunity Employment

Oppy is an Equal Employment Opportunity employer who actively seeks to recruit retain individuals from diverse backgrounds and experiences. We are dedicated to fostering a culture where every employee feels valued, respected, and empowered to be themselves at work. We care about the uniqueness of our applicants, employees, and partners. Diversity is fundamental to our success because it brings a range of perspectives that fuel innovation and excellence. That’s why we’re focused on creating an inclusive culture where every employee can contribute their unique talents and ideas.

We gratefully thank all applicants for their interest, however, only candidates under consideration will be contacted directly.