Executive Assistant

Sysco; Port Coquitlam; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading company in food service is seeking an Executive Assistant to support designated executives. This role involves managing schedules, organizing meetings, and preparing presentations. The ideal candidate will have experience at an executive level and advanced skills in Microsoft Office tools. Join Sysco to contribute to a dynamic organization that values growth and community.

Benefits

Comprehensive Flexible Benefits

Health and Dental

Short-Term and Long-Term Disability

Life Insurance

Company Pension Plan

Employee and Family Assistance

Stock Purchase Plan

Unlimited online learning

Sysco product discounts

Qualifications

• Minimum of three years experience supporting at an executive level.
• Post-secondary education preferred in office administration or related field.

Responsibilities

• Manage calendars, email, and contact lists.
• Prepare meeting documentation including agendas and presentations.
• Arrange complex travel plans and itineraries.

Skills

Confidentiality

Professionalism

Communication

Education

Post-secondary education in office administration

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

SharePoint

Job description

Sysco connects the world to share food and care for one another. Sysco leads from the heart of food and service to deliver the freshest of foods and ideas to restaurants, healthcare and educational facilities, lodging establishments and other customers who prepare meals away from home. Our customers can count on us to deliver on-point products and solutions since only Sysco is the global leader, sitting at the heart of innovation supply, delivery, culinary and more.

With over 57,000 associates and a fleet of over 13,000 vehicles, Sysco operates approximately 326 distribution facilities worldwide and serves more than 625,000 customer locations. For fiscal 2024 that ended July 2, 2024, the company generated sales of more than $68 billion USD.

Sysco, one of Canada's Best Employers 2024, as listed by Forbes, is dedicated to our global corporate social responsibility goals and to creating a diverse and inclusive workplace. We offer our associates the opportunity to grow personally and professionally, to contribute to the success of a dynamic organization, and to serve others in a manner that exceeds their expectations.

Sysco is more than just a place to work. Our passion for food and our customers has made us the industry leader. To remain on top, we will continue to think bigger, work harder and never give up. Are you ready to drive success?

For more information, visit www.sysco.ca or follow us @SyscoCanada at facebook.com / SyscoCanada; twitter.com / SyscoCanada or instagram.com / SyscoCanada

For a full list of opportunities, visit www.sysco.ca / careers

Role :

The Executive Assistant will organize and manage administrative activities for the designated Executive(s) at the Corporate / Regional level. Responsibilities include; calendar and meeting coordination, travel planning, communications, presentation development, event management, promotional activities, and organizing activities.

Role Responsibilities :

• Manage calendars, email and contact lists. Schedule appointments, screen calls, and correspondence; respond independently whenever possible. Process / redirect incoming communication. Prepare packages.
• Track dates, deadlines and special events, issuing reminders regarding timing conflicts and specific requirements.
• Prepare meeting documentation including agenda's, support materials, presentations.
• Prepare PowerPoint presentations. Create advanced documents, professional emails and letters.
• Maintain files and SharePoint data.
• Support the organization and planning of internal and external initiatives and events.
• Process invoices and manage expense reports. Track expenses, verify, reconcile and prepare reports.
• Arrange complex and detailed travel plans and itineraries.
• Organize and coordinate meetings, including setup of conference calls / video equipment. Issue invitations, coordinate agenda, facilitate communication and prepare materials.
• Record, compile and distribute meeting minutes and monitor for follow-up.
• Arrange programs, events or conferences by coordinating facilities, invitations, speakers, and negotiating rates. Monitor expenses and facilitate the flow of events.
• Manage vacation schedules and timesheets for Executives' direct reports.
• Maintain inventory of promotional materials, general office supplies and equipment.
• Manage phone plans, email accounts, and system access (IT forms) for department. Provide support on technical procedures and equipment.
• Conduct research, compile information and collect metrics from various sources to produce draft reports, documents and presentations.
• Front reception coverage for breaks and vacation.
• Conduct special projects as required.
• Where applicable, will be responsible for facility maintenance (office configuration, heating etc.)
• Complies with Sysco's Food Safety Policy and procedures to ensure food safety, quality and legality requirements are met.
• Is willing to work safely with minimal environmental impact and understands the importance of reporting all hazards, incidents, and environmental spills immediately to their Supervisor.
• Understands that they play an integral role in their own safety and that of their colleagues and is willing to speak out when hazards are present.
• Perform other duties as assigned.

Qualifications / Skills / Job Requirements (About you) :

• Minimum of three (3) years experience supporting at an executive level.
• Post-secondary education preferred, in office administration, business or related field.
• Always maintain confidentiality and professionalism.
• Advanced skills in Microsoft Word, PowerPoint, Excel, and SharePoint.

Internal candidates apply via the Career Centre on your HR Portal / ADP Workforce Now.

External candidates submit cover letter & resume via www.sysco.ca / careers

Our Purpose :

Connecting the world to share food and care for one another

Our Mission :

Delivering success for our customers through industry-leading people, products and solutions

Our Identity :

Together we define our future of foodservice and supply chain

Sysco is committed to Employment Equity. Accommodations during the recruitment process are available upon request for candidates with disabilities.

Here's a sample of the many benefits Sysco associates enjoy :

Comprehensive Flexible Benefits including Health and Dental, Health Care Spending and Wellness Accounts

• Short-Term and Long-Term Disability
• Life Insurance
• Voluntary Optional Insurance
• Parental Leave Plan
• Company Pension Plan
• Group RRSP & TFSA
• Employee and Family Assistance
• Stock Purchase Plan
• Maple Virtual Care
• Unlimited on-line learning
• Sysco product discounts
• Associate Resource Groups
• benefits may vary based on location or bargaining unit)

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