Job Description

LCBO

Number of Openings: 1

Pay

$44,331.00 - $71,594.00

Job Posting Description:

Administrative Coordinator - Distribution and Logistics (Contract 12 - 18 months)

Are you passionate about anticipating the needs of our team of Senior Directors and preparing them for success? Reporting to the Vice President, Distribution and Logistics, you will provide confidential executive administrative support in a dynamic and fast-paced environment. You will be responsible for providing timely and efficient administrative support to the Vice President and Directors within Distribution and Logistics.

If you possess superior communication, organization and analytical skills, then this is the role for you!

About the Role

Administrative Support:

Perform essential administrative support to the Vice President, including compiling information.

Prepare confidential written responses/correspondence to issues or inquiries for VP signature.

Set up and maintain a filing system including confidential correspondence, reports, etc.

Maintain, bring forward and status update system on departmental issues, electronic filing system for documentation, requisitioning office supplies, equipment and services.

Ensure accuracy of invoices and processing payments and perform other duties to ensure effective divisional support.

Word Processing:

Provide confidential word processing support to the Vice President, and to departmental staff by using various word processing programs/software to draft, type, proof-read (for spelling, grammar and tone).

Format a variety of confidential letters, reports and correspondence from detailed copy, notes, dictation or verbal instructions, as required by the Vice President.

Scheduling Appointments:

Schedule appointments for the Vice President and Directors with various internal and external stakeholders.

Open all incoming mail; peruses and assesses mail for distribution; prioritizes mail for Sr. Vice President and distributes other mail requiring a response.

Maintain a bring forward system to ensure reply/response by deadlines and manage voice mail.

Management Meetings:

Organize and coordinate various management meetings determining attendees and creating invitation lists.

Arrange accommodation, meals, presentation materials as required.

Draft and distribute all communications (agenda, memos, e-mails, maps, menus, etc.) and carry out follow-ups

Attends the meetings to record minutes, transcribes minutes into an appropriate format and distributes to attendees.

Assist in preparing for Board of Directors' meeting by gathering relevant data and creating reports and presentation slides.

Strategic Rollouts:

Organize and coordinates strategic rollouts for the division by coordinating the presenters and drafting an agenda.

Arrange accommodation, meals, presentation materials, invitation lists and electronic equipment.

Draft and distribute all communications (memos, e-mails, maps, menus, etc.)

Carry out follow-up and monitor activities to ensure timely execution of meeting support services.

Budgeting:

Prepare budget copy, monitors budget for variances and processes divisional budget and related expenses.

Monitor all budgets for Distribution & Logistics to ensure compliance

Draft and distribute memos to departmental managers with an unfavourable budget variances.

Travel:

Co-ordinate travel arrangements for Vice President, and departmental management by liaising with appropriate LCBO staff and various travel agents to finalize travel reservations

Organize travel expense submissions by preparing the necessary documentation, including receipts and proper explanations.

Divisional Contact:

Act as a divisional contact for external parties and divisions on various matters such as rollouts of software/software upgrades.

Co-ordinate and maintain divisional facilities management activities including divisional renovation projects, moving and installation of files, desks, computer and office equipment; maintains contact database.

Security:

Co-ordinate security and access for new employees joining Distribution & Logistics, along with updating appropriate distribution lists for new hires and retirements.

Ensure the maintenance of Distribution and Logistics team attendance, vacation schedules, etc.

Office Administration Procedures:

Establishes, implements, monitors, modifies and maintains office administration procedures and activities

Performs other duties and participates in Special Projects/Committees as required.

Position is performed with appropriate awareness of LCBO policies and procedures.

About You

High level of administrative and secretarial skills usually acquired through progressive experience in a related senior administrative position and working in a highly confidential and politically sensitive environment required.

Knowledge of and ability to use a personal computer with word processing, spreadsheet, database, e-mail, calendar and project management software is required.

Excellent interpersonal and communication skills with the ability to communicate effectively at all levels of the organization including senior level are required.

Proven understanding of budget reports and preparation with a basic knowledge of financial and legal concepts.

Proven organizational and detail-oriented skills are a must.

Strong organizational skills are necessary to effectively organize and coordinate such things as planning a Town Hall and tracking progress on various projects.

Occasional travel with overnight stays may be required

Please submit your resume via Workday by 11:59pm on the deadline date. We appreciate your interest and advise that only those selected for an interview will be contacted.

There is a world of opportunities at the LCBO...

Join an organization where you can be challenged while achieving your true potential. A place where you can make a positive impact supporting Ontario business and communities. Discover a safe, healthy, diverse, inclusive, and accountable workplace where your wellbeing is our top priority. At the LCBO, your contributions are respected and valued. Be part of our journey as we invest in people and technology to transform an organization. There really is a world of opportunities at the LCBO.

We foster a culture of inclusion and belonging, so everyone feels valued, respected, and heard. The LCBO is an equal opportunity employer and committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility of Ontarians with Disabilities Act. If contacted for an interview or employment opportunity, please advise if you require an accommodation.

Duration:

Work Hours: 36.25

Union / Non-Union: Non-Union

Job Posting End Date: September 30, 2022

The LCBO is an equal opportunity employer and is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.