Job Description

At Bayer we\xe2\x80\x99re visionaries, driven to solve the world\xe2\x80\x99s toughest challenges and striving for a world where ,Health for all, Hunger for none\xe2\x80\x99 is no longer a dream, but a real possibility. We\xe2\x80\x99re doing it with energy, curiosity and sheer dedication, always learning from unique perspectives of those around us, expanding our thinking, growing our capabilities and redefining \xe2\x80\x98impossible\xe2\x80\x99. There are so many reasons to join us. If you\xe2\x80\x99re hungry to build a varied and meaningful career in a community of brilliant and diverse minds to make a real difference, there\xe2\x80\x99s only one choice.
Administrative Assistant - Sales Effectiveness and SeedGrowth
This opportunity supports all office administrative duties and provides clerical support for the SeedGrowth and Sales Effectiveness managers and team members as well as any necessary required administrative assistance as required from time to time by the commercial organization. The Administrative Assistant reports to their respective cost center manager for maintaining all administrative functions for their assigned departments, which include travel and event/meeting arrangements, requisitioning, expense management and other administrative functions assigned by their departments.
Bayer is committed to a flexible hybrid working environment. This is a permanent position and is based out of Calgary, Alberta.
What you will do:

• Meeting & Event Planning:
  
  • Organize and coordinate events, meetings, conferences, training, and customer events/trips.
  • Plan, attend and participate to ensure expectations are met and fall within budgeted guidelines (participation when relevant).
  • Ensure team is aware of the Bayer Events Vision and adhere to compliance.
  • Organize room rentals, catering, venue reservations, equipment rentals and manage RSVP process including invitations and tracking responses.
  • Arranges corporate travel and meetings by developing itineraries and agendas, scheduling air travel, booking other transportation, arranging lodging and meeting accommodations and recording minutes.

• Co-Promotional Material Operations
  
  • Ordering, tracking & distribution of promotional items including requisitions, shipping information, invoicing and other matters as required.

• Material Movement Request Operations
  
  • Process Material Movement Requests in a timely manner (UCAN2, UCAN2 Lite, 60L mix tanks, seed tags, physical product demo & additional materials as requested).
  • Have alignment discussion with Customer Service and Logistics prior to movement commencing.
  • Copy UCAN2/ Lite equipment sign-ups from CRM to equipment tracking sheet (weekly from April - June).
  • Complete return MMR\'s following treating season.

• Financial & Accounting Management
  
  • Process invoices in a timely manner through electronic control (SAP) and/or process systems as necessary in the daily operations of the company. Reconcile, allocate and track charges for prompt payment, maintaining positive relations with suppliers/ preferred vendors.
  • Process all requisitions (including entering information and receiving goods in SAP).
  • Review and process payment requests to correct Operating Expense GL Code and Business Development Internal Order at a highly proficient level using strong computer skills, software and accounting knowledge.
  • Budget tracking: track expenses (SAP, Data One) on a monthly basis to ensure the team is within the budget guidelines of both OPEX and Business Development. Track spending to alert team of any anomalies that may impact monthly spending. Communicate with corporate financial partner to ensure accuracy.

• Communication
  
  • Establish and maintain effective communications within both Sales Effectiveness and SeedGrowth teams.
  • Ability to independently respond to correspondence that may require detailed analysis or information and/or collecting data from other departments/areas.
  • Ensure teams are up-to-date on expense reporting.
  • Have weekly, regular check-in meetings to keep communication open, remove barriers to progress and help move administrative projects forward with managers.

• Administrative/ Office Support
  
  • Manage day to day office duties which include, but are not limited to, answering calls, emails and other correspondence, documenting conference call and team meeting minutes, shipping & receiving of packages, IT related issues, plus additional duties assigned from time to time.
  • Responsible for all faucets of the on-boarding and off-boarding of fulltime and contract employees process as outlined in the HR procedures and developed on-boarding checklist.
  • Support Sales Effectiveness and SeedGrowth team members requests with all their administrative requests including new phones, IT support, paying invoices and directing team to support resources.
  • Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem solving, and making adjustments to plans.

• Account Reconciliations (SeedGrowth specific)
  
  • Update vendor list in rebate calculator.
  • Have alignment discussion with Shared Services and Finance prior to reconciliations commencing.
  • Process payment requests (including new Electronic Funds Transfer process) timely and accurately.
  • Creation of new vendors through MDM/ SmartDesk.
  
  

Who you are:

• A completed Grade 12 high school diploma with at least 5 years related administrative experience; and/or a 1 year certificate in office administration or related discipline with at least 3 years related administrative experience; or a 2 year diploma in office admin or related discipline/degree with at least 1 year related experience
• Advanced computer knowledge and proficiency including Word, Excel, PowerPoint, Outlook. Knowledge of these programs need to be at a level to facilitate an efficient workflow of the department and all of its procedures (Microsoft TEAMS experience is considered an asset)
• Experience in operating systems such as SAP, CRM and/or Concur would be an asset
• Proficient interpersonal and communications skills
• Individual must be detailed oriented with meticulous attention to detail
• Ability to prioritize multiple workloads to meet deadlines
• Strong organization skills & ability to problem solve
• Must be a team player with excellent customer service skills

This position requires full vaccination against COVID-19.
What we offer:

• Competitive compensation and rewards package
• Collaborative, diverse and inclusive culture
• Career development and global opportunities
• Work-life flexibility programs such as flex hours, employee discounts, volunteer days, wellness, and other employee offerings

Bayer is committed to fostering, cultivating and preserving a culture of Inclusion and Diversity. We embrace and encourage our employees\xe2\x80\x99 differences and believe that our people are our most valuable asset. The collective sum of individual life experiences, knowledge, innovation, self-expression, unique capabilities that our employees invest in their work represents our culture, reputation, and Bayer\xe2\x80\x99s values and purpose.
Learn more about our values and purpose at: https://www.bayer.com/en/ca/canada-our-purpose-values
All referral candidates must first be submitted via our internal referral system by a current Bayer employee in order to participate in the referral program. Once a Bayer employee has successfully referred you in our system, you will receive an automated email with instructions on how to complete your application.
Application Deadline: Feb 17, 2023
#LI-CA #LI-Hybrid Bayer welcomes and encourages applications from people with disabilities. Candidates participating in our selection process requiring accommodation due to a disability or medical need are encouraged to notify the Bayer representative that they will be meeting with to ensure appropriate arrangements can be made.
Location: Canada : Alberta : Calgary
Division: Crop Science
Reference Code: 786182