Office Administrator & Executive Assistant

at  Tilray

JOB SUMMARY:

Reporting to the Canadian President, the Office Coordinator & Executive Assistant will be responsible for the management of the day-to-day administrative services of the office as well as assisting members of the senior leadership team. This includes maintaining office services by organizing and coordinating operations and procedures; coordinating and communicating office activities; providing administrative support to key personnel; calendaring and scheduling; travel planning assistance, event management, oversee vendor services and supplies management. The successful candidate will be a resourceful self-starter that proactively takes action to ensure the needs of the leadership team and the office are met.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Secondary Education is required and a Post-Secondary Diploma in Business Administration, Hospitality, or relevant discipline, would be an asset
• 3 to 5 years of providing direct administrative support in an office setting would be an asset
• Manage documentation with attention to detail and to act with discretion when handling confidential and sensitive information
• Highly organized, self-starter, proactive, fiscally responsible, and reliable
• Has a curious, growth-mindset that is focused on continuous improvement and creative problem solving.
• Exemplary communication and interpersonal skills are essential, able to establish peer relationships and communicate effectively with all levels of the organization, external team members and stakeholders
• Has or is willing to obtain/maintain First Aid Certification
• Ability to manage multiple competing priorities and frequent deadlines with a high degree of accuracy and attention to detail
• Proven ability to effectively use Microsoft Office Applications is required and experience with automated expense management applications such as Concur is an asset
  Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please advise when submitting your application.
  Please note that Tilray does not authorize, engage, or sponsor any consultants, agencies or organizations that seek certain personal or financial information from you (e.g. passwords, login ids, credit card information). High Park does not charge any application, processing or onboarding fee at any stage of the recruitment or hiring process.
  When replying to emails, please ensure the sender name and email address match exactly. Please also ensure the Reply-To address matches the sending address exactly.
  If you are concerned about the authenticity of an email, letter, or call purportedly from, for, or on behalf of High Park, please send an email inquiry to infosec@tilray.co

Office Support Duties

• Manages inbound/outbound mail, courier services and other correspondence.
• Ensure adequate inventory of office supplies and stationery, office furniture, kitchen sundries, special event materials
• Maintains vendor relationships (catering, supplies, landlord, etc)
• General housekeeping – ensures office space is orderly, organized and running smoothly
• Provide various departments with administrative support, assist with special projects as assigned.
• Liaise with the appropriate departments to assist with onboarding and offboarding employee activities, such as issuing and collecting pass cards, providing first day tours, & assisting with delivery and collection of IT equipment.
• Troubleshoots and resolves issues with the building and landlord.
• Maintains communication with local office staff regarding building updates.
• Proactively maintains common spaces tidy, organized and clean (boardrooms, kitchen, mailroom, reception area and storage)
• Drives all local office-related projects including project planning, execution, and stakeholder communication
• Maintain seating chart and assists with office moves
• Under the direction of the Health and Safety Manager, leads Health and Safety initiatives for the office. Participates in JHSC.

Executive Assistant Duties

• As needed, assist with employee travel bookings, advise on itinerary planning, facilitate employee introduction and use of Corporate Travel System, within Company Travel Policy guidelines
• Manage calendaring, schedule meetings and conference calls, schedule attendees, prepare agendas, and distribute support materials.
• Maintain confidence and protects confidential information.
• Anticipates and prepares to provide high-quality hospitality service for VIP customers and visiting Executives
• Document and improve administrative processes.
• Liaise with executive and administrative assistants to handle requests and queries from senior managers, company wide
• Perform accounts payable tasks, manage credit card purchases, process expenses and reconcile monthly statement and create purchase order requests
• Prepares expense reports for Toronto senior leadership

Event Planning Duties

• Arrange catering logistics for internal/external meetings and special events
• Maintain and update databases and tracking systems
• Actively leads and manages the planning of all social events for the office (partnering with social and wellness committees)
• All other duties of similar scope and complexity as required.