Brands Admin Assistant

Aquilini Beverage Group; Vancouver; On-site; CAD 40,000 - 55,000; Full time

Job summary

A beverage company in Vancouver is looking for a Brands Admin Assistant to support operations across multiple departments including Finance, Marketing, and Logistics. The ideal candidate is detail-oriented, organized, and has 2-3 years of experience in administrative support. Proficiency in Microsoft Office and the ability to manage multiple projects are essential. This entry-level role offers valuable experience in a dynamic work environment.

Qualifications

• 2 - 3 years of experience in administrative support.
• Ability to manage multiple priorities.

Responsibilities

• Oversee programs and schedules with external partners.
• Assist with vendor management and obtaining quotes.
• Support management and upkeep of brand and trade websites.
• Facilitate company-wide meetings and track follow-up actions.
• Coordinate shipping and logistics for samples.
• Maintain Sharepoint for file accessibility.
• Draft and circulate corporate communications.
• Administer e-signatures for corporate documents.
• Book travel and other administrative arrangements.
• Support team-building initiatives.
• Assist in preparation of materials for print.

Skills

Organized

Detail-oriented

Strong communication skills

Education

Post-secondary education in Business or related field

Tools

Microsoft Office Suite (Excel, Word, PowerPoint)

Job description

Overview

POSITION: Brands Admin Assistant
DIVISION: Aquilini Beverage Group
LOCATION: Vancouver, BC
REPORTS TO: VP, Operations

Position Summary

The Brands Admin Assistant is an entry-level role that provides support to the Brands (Operations, Finance, Marketing, Logistics) teams through a mix of administrative tasks. The ideal candidate is organized, detail-oriented, and eager to learn, with the ability to prioritize and support multiple projects simultaneously.

Responsibilities

• Oversee programs and schedules with external partners, including submitting requests, coordinating production and distribution, tracking results, and reconciling invoices.
• Assist with vendor management, obtaining quotes, and coordinating with external partners.
• Support the management and upkeep of brand and trade websites, ensuring content and assets remain current and accessible.
• Facilitate company-wide meetings by scheduling, organizing, preparing materials, running the meeting, and tracking follow-up actions.
• Coordinate shipping and logistics for samples and other relevant items for each department. Track and keep all relevant parties up to date.
• Maintain Sharepoint to make sure files and assets are accessible to all departments.
• Maintain internal/external resource sites, ensuring assets are up to date and accessible.
• Draft and circulate corporate communications, reminders, agendas, and meeting minutes.
• Administer e-signatures for corporate documents.
• Book travel, restaurant reservations, and other administrative arrangements.
• Support team-building initiatives and activities.
• Assist with preparation of materials for print (bottles, corks, caps, labels).

Qualifications & Skills

• Post-secondary education in Business, or related field preferred
• 2 - 3 years of experience in administrative support
• Highly organized, detail-oriented, and able to manage multiple priorities
• Strong written and verbal communication skills
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint)

Key Attributes

• Self-starter with initiative and willingness to learn
• Comfortable working in a fast-paced, collaborative environment
• Dependable and able to follow detailed instructions
• Positive attitude and strong interpersonal skills