Administrative Assistant

at  Shoppers Drug Mart Pharmaprix

Referred applicants must not apply directly to this role. All referred applicants must use their unique referral link generated when they are referred by an existing colleague.

SKILLS

This position requires a demonstrated level of initiative and judgment in order to organize and prioritize tasks, workload and projects. Courtesy, tact and diplomacy are required in dealing with colleagues in every day working relationships.

• Requires an understanding of inter-related work processes to be able to adapt to differing assignments.
• Provides routine information to coordinate the assignments and work procedures of others.
• Professional manner, tact, diplomacy and discretion in dealing with associates and colleagues including senior management.
• Draws on a number of known options to solve problems and to develop improvements.
• Adaptable to set and prioritize work with varying exceptions. Able to work with diverse personalities and styles.
• Communicates with clarity, verbally and in one on one or group situations, or over the telephone.
• Communicates well in writing by composing clear documents; facility with editing and/or proof-reading is required
• Computer skills to produce reports, documents and presentations. Knowledge several software packages.

EXPERIENCE

• Greater than two years, but less than or equal to three years of office administration experience or equivalent.

EDUCATION

• Post secondary education equivalent to a college diploma in Office Administration or related field.

WHY THIS ROLE IS IMPORTANT?

Overview
Reporting directly to the Vice President, Operations, the incumbent in this position coordinates a variety of administrative duties in support of the Vice President and Operations team. The incumbent utilizes honed communication, organization and administrative skills, works independently and employs solid judgement skills in the resolution of problems. The position handles sensitive material in a professional and confidential manner.

PRIMARY RESPONSIBILITIES

• Utilizes advanced software skills to produce reports, documents, minutes of meetings and other administrative duties.
• Compiles, produces and distributes various operational and period end reports to the operations teams to ensure timely exchange of information.
• Responds to inquiries from the stores and operations team to resolve issues or concerns in an effective and timely manner.
• Maintains the Vice Presidents calendar by scheduling corporate meetings and arranging appointments with internal staff and external visitors to optimize use of time.
• Receives, sorts and prioritizes mail, taking notice of required actions and due dates to ensure timeliness of responses and required actions. Accepts and arranges courier of parcels to ensure timely distribution of packages and documents.
• Arranges and confirms travel reservations on behalf of the Vice President, to ensure the most time and cost effectiveness.
• Organizes and maintains various filing systems to track and store data and documentation and allow for easy retrieval of information.
• Performs additional administrative duties such as filing, faxing, scanning, tracking expenses, coding invoices and preparing documents and reports, etc to assist in the smooth running of the department.

TYPE OF ROLE:

Regular
Shoppers Drug Mart Inc. recognizes Canada’s diversity as a source of national pride and strength. We have made it a priority to reflect our nation’s evolving diversity in the products we sell, the people we hire, and the culture we create in our organization. Accommodation is available upon request for applicants with disabilities in the recruitment and assessment process and when hired.
In addition, we believe that compliance with laws is about doing the right thing. Upholding the law is part of our Code of Conduct – it reinforces what our customers and stakeholders expect of us.

This position requires a demonstrated level of initiative and judgment in order to organize and prioritize tasks, workload and projects. Courtesy, tact and diplomacy are required in dealing with colleagues in every day working relationships.

• Requires an understanding of inter-related work processes to be able to adapt to differing assignments.
• Provides routine information to coordinate the assignments and work procedures of others.
• Professional manner, tact, diplomacy and discretion in dealing with associates and colleagues including senior management.
• Draws on a number of known options to solve problems and to develop improvements.
• Adaptable to set and prioritize work with varying exceptions. Able to work with diverse personalities and styles.
• Communicates with clarity, verbally and in one on one or group situations, or over the telephone.
• Communicates well in writing by composing clear documents; facility with editing and/or proof-reading is required
• Computer skills to produce reports, documents and presentations. Knowledge several software packages