Job Description

CDS Administrative Assistant
Job Locations
CA-ON-Ottawa
Position Type Full Time
Postal Code
K1G 0J1 Requisition ID 2024-432649 Category Professional: (IT, Finance, Legal, HR, Talent Acquisition, Administrative, Customer Service)
SummaryAdministrative AssistantHave you ever been to Costco and received a free sample? If so, it\'s likely come from one of our employees. For more than 35 years, Club Demonstration Services (CDS) has helped Costco members make shopping decisions and shaped the identity that Costco is perhaps best known for its awesome free samples.As the in-house product sampling company for Costco Wholesale, CDS has friendly, professional and talented employees who provide high quality product demonstrations and marketing services to Costco Wholesale and its vendors.Under direct supervision, the Administrative Assistant is responsible for providing effective administrative and secretarial support for the Country Manager and assigned departments. The Administrative Assistant is responsible for handling day-to-day tasks and activities as assigned.Key Responsibilities:Manage in a timely manner the distribution of emails, invoices, expenses etc. and overall office and calendar management
Acts as a key liaison between Canadian leaders in operations and sales teams to ensure concise and consistent communication is provided. Supports team in efforts to manage, document, and deliver all aspects of projects.
Collaborates with and supports the efforts of cross-functional partners while maintaining strong partnership with global teams to ensure overall satisfaction.
Typing, filing, and financial record-keeping
Weekly Excel Reporting and Analysis
Support with Internal & External PowerPoint presentations
Scheduling and coordinating meetings and conferences
Support with Team Building & Engagement calendars and communication
Ownership of monthly, quarterly, and annual Team Event organization
Procuring office supplies, coordinating office mail
Answers non-routine correspondence and assembles highly confidential and sensitive information
Provide effective customer service for all internal and external customers by communicating effectively both oral and in writing
Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organizationPosition Requirements:Ideally possesses two (2) years related experience as an Administrative or Executive Assistant Support
Previous experience with executive level reporting, calendar management and travel arrangements
Communications and Customer service experience are assets
Strong is required to plan, prioritize and organize diversified workload
Exposure to a networked environment using a Windows and/or Windows like Interface
Advance use of Microsoft Office Suite (Outlook, Word, Excel, Power Point andAccess)High School diploma, Office Administration certificate or diploma a plus
Fluent in French (verbal and written), an asset\xe2\x80\x8b\xe2\x80\x8b\xe2\x80\x8b\xe2\x80\x8bClub Demonstration Services welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.ResponsibilitiesAdvantage Sales and Marketing LLC dba Advantage Solutions is one of North America\'s leading sales and marketing agencies specializing in outsourced sales, merchandising, category management and marketing services to manufacturers, suppliers and producers of food products and consumer packaged goods. Advantage Solutions services a variety of trade channels including grocery, mass merchandise, specialty, convenience, drug, dollar, club, hardware, consumer electronics and home centers. We bridge the gap between manufacturers and retailers, providing consumers access to the best products available in the marketplace today.Position Summary
The Administrative Assistant (AA) is responsible for providing clerical support for Division Management in a timely, efficient, and professional manner.Essential Job Duties and ResponsibilitiesManagement Support

• Provides administrative support to Division Managers and/or Business Managers by preparing and editing communications, making travel arrangements, coordinating meetings, disseminating information to staff and clients, and assisting in creating presentations.

Office Duties

• Provides office coverage by assisting in administrative duties such as replenishing supplies, mailroom and phone coverage.
• Maintains a friendly and professional environment by greeting and assisting visiting colleagues, vendors, clients and customers.

Presentation Development

• Assists with developing presentations by assimilating and compiling specific and necessary data.

Project Management

• Ensures special projects are completed in a timely manner by performing and coordinating appropriate tasks.

Meeting Arrangements

• Organizes group meetings by participating in scheduling dates, notifying participants

..., preparing agendas and arranging refreshments.

• Ensures complete record of meetings by acting as recording assistant.

Information Gathering and Reporting

• Compiles information by reviewing and disseminating incoming mail, prioritizing and categorizing documents for signature, and maintaining confidential files for document retrieval.
• Assists with documentation of internal policies and procedures, newsletters, training materials, and other communications.
• Maintains customer confidence and protect operations by keeping proprietary information confidential.
• Facilitates information flow by serving as liaison between Division Manager, Business Manager, and others.

Supervisory Responsibilities
Direct Reports
- This position does not have supervisory responsibilities for direct reportsIndirect Reports
- This position does not have guidance or mentoring responsibilities for indirect reportsTravel and/or Driving Requirements
- Travel and Driving are not essential duties or functions of this jobMinimum Qualifications The following are the minimum job-related qualifications which an individual needs in order to successfully perform the essential duties and responsibilities of the jobEducation Level: (Required): High School Diploma or GED Or equivalent experience
(Preferred): Associate\'s Degree Or equivalent experienceField of Study/Area of Experience: Office Administration
5+ Years of experience in working as an Executive Administrative Assistant or related experience supporting \xe2\x80\x9cC\xe2\x80\x9d level executives.
Must be fluent in French and English (verbal and written)Skills, Knowledge and Abilities
Excellent Written & Verbal Communication Skills
Ability to Work Independently & Prioritize with minimal supervision, in order to Meet Deadlines
Basic Computer Skills, including Microsoft Word, PowerPoint, Excel, Access, Outlook, & web browsers
Strong Priortizing Skills
Decision Making Skills
Ability to Gather Data, Compile Information, & Prepare ReportsEnvironmental & Physical Requirements
Office / Sedentary Requirements
Incumbent must be able to perform the essential functions of the job.

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