Job Description

Description :

At Parkland, our purpose is to Power Journeys & Energize Communities. We are a prominent independent supplier and marketer of fuel and petroleum products and a leading convenience store operator. As One Parkland team, we proudly serve diverse retail, commercial and wholesale customers across Canada, the United States, the Caribbean region, and South America. We power a growing family of locally known brands including M&M Food Market, Fas Gas Plus, Pioneer, RaceTrac, Superpumper, Ultramar, Chevron, Esso, and ON the RUN.

We recognize that diversity gives us an edge and inclusion propel us forward. We\xe2\x80\x99re also a passionate team of down-to-earth achievers, committed to getting our customers, colleagues, and communities further, faster. As such, we welcome talented individuals that have a variety of perspectives, backgrounds, and industry experience who will contribute to the success of our One Parkland team.

Position Title: Administrative Assistant (3 - 6 Month Term)

Team and Location: Corporate - Calgary, AB

Salary : $ 60,000 per year

Position Summary:

Board of Directors:

• Assist with the organization of Board and committee meetings, events, and annual strategy sessions, including travel arrangements, itineraries, and dinner planning.
• Preparation of Board expense reports and processing invoices.
• Utilize Closing folders to manage work-in-progress Board materials.
• Draft agendas and minute templates.
• Utilize Diligent to manage materials for board and committee meetings.
• Track meeting attendance and coordinated quarterly Director\xe2\x80\x99s fee payments.
• Update and maintain Director resource repository and onboarding materials

Administrative:

• Proactively provide administrative support, including preparation of confidential documents, presentations, preparation of expense reports and processing invoices.
• Coordinate schedules, prioritize appointments, prioritize emails.
• Coordinate travel arrangements, itineraries within Concur and with travel partners.
• Meeting Planning: boardroom bookings, catering, audio visual & teleconference requirements.
• Event Planning: sourcing offsite venues, creating budgets, arrange audio visual, plan menus, activities, transportation, gifts/swag.
• Collaborate with different business units within the organization to ensure various initiatives are completed in a timely manner.
• File administration and organization.
• Assist with various projects and Department\xe2\x80\x99s assignments.
• On-site back up support for Senior Leadership Team Executive Assistants
• Other duties and project work, as assigned.

Financial/budgeting/expenses:

• Track expenses for Board and committee meetings, events, and annual strategy session.
• Distribute invoices to team for coding and approval and submit to appropriate AP team for payment.
• Track and verify Procurement Card Expenses. Ensure all receipts/charges are accounted for and submitted via Concur with appropriate G/L coding to AP for processing.

Qualifications and Skills:

• 8-10 years of progressive experience in an administrative role, with a minimum of five years supporting a senior executive.
• Post-secondary diploma/degree or equivalent experience is considered an asset.
• Highly proficient in MS Office including Word, PowerPoint, Excel, Outlook, Concur, JDE and Oracle.
• Knowledge of Diligent and Closing Folders will be considered an asset but not a requirement.
• Strong written and oral communication skills and the ability to interact effectively with executive staff, external service providers and various corporate personnel.
• Superior time management and multitasking skills with a strong sense of urgency under minimal supervision.
• High energy and confident individual with demonstrated organization, prioritization, and critical thinking skills as well as proven active listening skills.
• Demonstrated research and writing skills, along with strong verbal communication skills.
• Superior attention to detail with an excellent command of English grammar as well as experience of editing and proofreading documents.
• Strong team player with the ability and willingness to assume hands-on roles.
• An adaptable self-starter with results-oriented work style.

Please note:

• Candidates must be legally able to work in Canada at this time. Parkland regrets that it is unable to sponsor employment Visas.
• Parkland Corporation is committed to the principles of Employment Equity. We strive to provide accessibility in employment to ensure equal access to employment opportunities for candidates, including persons with disabilities. Parkland Corporation will endeavour to provide accommodation to persons with disabilities in the recruitment process upon request. If you are selected for an interview and you require accommodation due to a disability, please notify us upon scheduling your interview.
• Please note that final candidates for this position will be required to undergo a confidential pre-employment background check which may include but not be limited to educational, criminal, credit, drug and alcohol and/or Fitness for Duty testing.

This position will close on March 6, 2024 or when a successful candidate is found.

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Parkland Income Fund