Role overview

The Administrative Assistant is a key member of GS1 Canada’s team. Bringing a high degree of professionalism and discretion. The incumbent will play a key role in providing administrative support contributing to the overall success of GS1 Canada.
This individual will be detail-oriented, organized, and proactiveand excels at keeping tasks on track through effective time management, documentation, scheduling, and internal coordination.
This role is a hybrid role, requiring in-office attendance as needed.

Key Responsibilities

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Actively manage executive calendar including identifying priorities, ensuring agendas and supporting materials are included in meeting invitations, and managing participants.

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Provides administrative and special coordination support to assigned executives, including daily correspondence, filing and follow-up, documentation retrieval, etc. as required

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Coordinates internal and external meetings and events, including travel arrangements, meeting minutes, discussion notes, reports, and set-up & clean up.

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Corresponds with key industry individuals and internal departments as required.

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Ensure departmental and management calendars are updated to ensure appointment schedules are set to maximize efficiency

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Develops and maintains a comprehensive departmental filing system

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Prepares purchase orders and expense reports as required

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Ensures departmental efficiencies in routine daily activities

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Performs various other duties as delegated or assigned.

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Collaborates across the administrative team to provide back-up support and coverage during absences as required to ensure continuity of operations

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Responsibilities may evolve based on business needs and organizational priorities, consistent with the nature and level of the position.

Skills, Knowledge & Expertise

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Minimum 2 - 3 years’ experience in administration

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High level of proficiency with MS Office Suite (Word, Excel, Outlook, PowerPoint, Internet, CRM, etc.)

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Post Secondary diploma and/or degree in related field (i.e. business administration, communications is an asset)

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Ability to meet tight deadlines and take responsibility for timely and accurate completion of tasks assigned

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Able to multitask and prioritize in a fast-changing environment

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Ability to write and develop multimedia presentations and their components

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Excellent organizational and communication skills

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Proven experience in problem solving and analytical abilities

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Takes initiative using common sense and good judgment

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Team player who enjoys and is able to multitask and prioritize in a fast-paced environment

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Bilingualism (French & English) is an asset to be able to engage with potential and existing stakeholders from across the country.

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Entrepreneurial spirit, requiring flexibility to changing needs