Cargill Executive Assistant - Surrey - BC in Surrey, British Columbia

Executive Assistant - Surrey - BC

Cargill provides food, agriculture, financial and industrial products and services to the world. Together with farmers, customers, governments and communities, we help people thrive by applying our insights and over 150 years of experience. We have 150,000 employees in 70 countries who are committed to feeding the world in a responsible way, reducing environmental impact and improving the communities where we live and work.

Description

Cargill helps feed, 400 million people every year. Cargill Animal Nutrition is a leading nutrition provider for commercial animal agriculture across 24 countries. Our successful 100 history is a result of our commitment toward a culture and values centered on customer focus and enrichment of people and communities. Our offerings are developed to meet and exceed customers’ needs; from accounting to agri-business management, marketing to risk management and sales consulting to plant operations. Cargill has a job that to meet your interests and goals. Our global career opportunities are as far reaching as our business

The Executive Assistant will provide initial company representation to all clients, suppliers and the general public in a pleasant, helpful and a very professional manner all the while excelling in superior administrative support. This person will be responsible for greeting customers, visitors and vendors, answering phones and providing administrative support necessary to accommodate the facility and management providing superior service to all stakeholders with the utmost confidentiality to the Management Team members.

Principal Accountabilities:

40%- Business Support

  • Provide a high level of service and confidentiality to the CQN North American Leadership Team and local staff with dependable results.

  • Providing a pleasant first impression walk in reception for mail, courier, customer and suppliers.

  • Open and distribute incoming mail, distribute incoming faxes to and from internal and external sources maintaining confidentiality of sensitive information. Manage outgoing mail and courier services.

  • Set up meeting rooms for customer and suppliers, as necessary.

  • Assist management in hosting visitors to CQN Canada (i.e. Head office personnel, sales reps, visiting customers, etc.) by arranging hotels, transportation, catered lunches and reservations for restaurants and other hosting functions, as required.

  • Maintain up-to-date files on contracts with customers and suppliers, allowing for access to CFO and others as required.

  • Plan and organize special company functions such as special lunches, Children and Adult Christmas party, summer barbecues, golf tournaments and other employee activities.

  • Manage inventory of office and plant, janitorial, lunchroom and printer supplies in an efficient cost effective manner, identifying ongoing cost effective alternatives.

  • Logging all incoming payments and reconciling the payment log against transactions posted to the accounts. Preparing and attending to, bank deposits, as necessary.

  • Office filing, update internal documents (phone directory, organization chart, etc.), maintaining absenteeism and vacation records.

  • Coordinate Community involvement events, Party/event planning (including site recognition events), Employee Safety Equipment vouchers, Hourly Performance management collection/tracking

30%- Answer and screen incoming phone calls / Corrective action system maintenance and reporting

  • Answer incoming phone calls & security gate management accurately, courteously and efficiently. Develop and maintain an understanding of key company personnel roles to assist callers when the person requested is not available. Seamlessly ensure smooth communication during any transition.

  • Monitor adherence to the EWOS visitor policy; ensuring appropriate sign in/out with appropriate identification providing first point of contact hosting.

  • Ensure company personnel listings are accurate with current phone numbers, names and titles. Provide a high level of service and confidentiality to the Managing Director and other Management staff with dependable results.

15%- Administrative Support to Management

  • Assist with PowerPoint or spreadsheet preparation, notebook construction, schedule and coordinate appointments/webinars, data entry

  • Support in the development of marketing promotional materials for distribution to a wide array of customers.

  • EH&S records support management including health clinic scheduling, veterinarian drug dispensing license exam administration, and training records management.

  • Provide assistance to the Payroll Administrator by maintaining pay stub sign-off sheet and keeping accurate Daily Attendance Sheets.

  • Assist Production Managers by keeping track of uniform assignments to plant personnel on the weekly basis; adding or deleting persons as per direction.

  • Assist the accounting in data entry work as tasks and personnel services require.

15%- Other administrative duties as assigned

  • Manage the operating and maintenance requirements of the photocopiers in reception, in the plant and customer service.

  • Assist the Sales and Marketing personnel by printing reports, brochures and exhibition/trade show materials as required. Order, prepare for mailing yearly Christmas Cards.

Qualifications

Minimum Required Qualifications

  • Post-secondary degree or equivalent

  • 5 years’ experience working in an administrative, clerical or customer service focused role

  • Experienced / advanced MS Word skills while being knowledgeable with MS Windows, Excel and Outlook. Data entry speed at 60 WPM.

  • Superior construction, editing and proofreading document skills (ie. spelling, grammar, layout).

  • Ability to quickly master new software applications

  • Excellent communication skills (verbal and written)

  • High level of professionalism

  • Strong organizational skills with attention to details

  • Ability to work in a fast-paced environment handling multiple priorities and resolving routine problems in a timely manner

  • Ability to work independently and take initiative, while exhibiting teamwork

  • Ability to work diligently toward deadlines with little or no task supervision.

  • Ability to maintain confidentiality

  • Highly organized and efficient time manager.

  • Meeting and event planning experience

  • Must be legally entitled to work for Cargill in Canada

Preferred Qualifications

  • Advanced college courses / post-secondary degree or Bachelor’s degree.

  • Experience with SharePoint and/or Web pages

  • Exposed to intermediate accounting support activities

Job Administrative/Support Services

Primary Location Canada-British Columbia-Surrey

Schedule Full-time

Job Type Standard

Shift Day Job

Req ID: SUR00028