Administrative Assistant

Sobeys; Ottawa; On-site; CAD 42,000 - 65,000; Full time

Job summary

Sobeys Inc. in Ottawa is seeking an experienced Administrative Assistant to support the Vice Presidents with calendar management, meetings, and travel coordination. This role emphasizes accuracy, discretion, and strong MS Office skills in a fast-paced environment.

You will coordinate multiple tasks, prepare professional documents, and liaise with internal staff and external partners, ensuring efficient office operations and timely communications.

Qualifications

• Proficiency in Microsoft Office with strong Excel and PowerPoint skills.
• Experience managing executive calendars and travel arrangements.
• Excellent organizational abilities and attention to detail.
• Ability to handle confidential information with discretion.
• Strong communication and collaboration with internal and external stakeholders.

Responsibilities

• Manage Vice Presidents’ calendars, appointments, and travel schedules.
• Organize and coordinate meetings and events.
• Prepare and edit correspondence, presentations, and documents.
• Proofread and translate certain official documents.
• Coordinate business travel arrangements (flights, hotels, etc.).
• Perform analyses, ad hoc reporting, and expense reports.
• Collect and analyze data to prepare reports.
• Serve as a liaison with internal staff at all levels and with external partners.

Skills

Microsoft Office Suite

Calendar management

Meeting coordination

Travel arrangements

Attention to detail

Organizational skills

Interpersonal skills

Discretion

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

Embark on a rewarding career with Sobeys Inc., celebrated among Canada’s Top 100 employers where your unique contributions drive success.

We currently have an exciting opportunity for an experienced Administrative Assistant to join our Farm Boy banner in Ottawa.

Here’s where you’ll be focusing:

• Manage and maintain the Vice Presidents’ calendars, appointments, and travel schedules.
• Organize and coordinate meetings and events.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Proofread and translate certain official documents.
• Coordinate business travel arrangements (flights, hotels, and other accommodations).
• Perform administrative tasks such as analyses, ad hoc reporting, invoice processing (low volume), expense reports, mail distribution, etc.
• Collect and analyze data to prepare reports and documentation.
• Serve as a liaison with internal staff at all levels of the organization.
• Interact with external partners.

What you have to offer:

• Excellent proficiency with the Microsoft Office Suite (Office 365: Outlook, Microsoft Word, Excel, PowerPoint, and Teams).
• Experience managing calendars, scheduling and organizing meetings, and coordinating travel arrangements.
• Exceptional organizational skills.
• Ability to anticipate the needs of the managers you support and take initiative to move priorities and projects forward efficiently.
• Self-motivated, highly detail-oriented, and committed to accuracy and quality.
• Strong interpersonal skills that enable effective interactions with individuals at all levels of the organization.
• Ability to handle confidential information with tact, professionalism, and discretion.
• Contribute to the team's success through collaboration and teamwork with colleagues.