Executive Assistant | Adjoint(e) exécutif(ve)
Mississauga, Ontario
APPLY NOWCOMPANY OVERVIEW
Sysco is the global leader in foodservice distribution. With over 71,000 colleagues and a fleet of over 13,000 vehicles, Sysco operates approximately 333 distribution facilities worldwide and serves more than 700,000 customer locations. We offer our colleagues the opportunity to grow personally and professionally, to contribute to the success of a dynamic organization, and to serve others in a manner that exceeds their expectations. We’re looking for talented, hard-working individuals to join our team. Come grow with us and let us show you why Sysco is at the heart of food and service.
ABOUT THE ROLE
Compensation
$55,700 - $104,600
Purpose
The Executive Assistant will organize and manage administrative activities for the designated Executive(s) at the Corporate/Regional level. Responsibilities include; calendar and meeting coordination, travel planning, communications, presentation development, event management, promotional activities, and organizing activities.
Responsibilities
- Manage calendars, email and contact lists. Schedule appointments, screen calls, and correspondence; respond independently whenever possible. Process/redirect incoming communication. Prepare packages.
- Track dates, deadlines and special events, issuing reminders regarding timing conflicts and specific requirements.
- Prepare meeting documentation including agenda’s, support materials, presentations.
- Prepare PowerPoint presentations. Create advanced documents, professional emails and letters.
- Maintain files and SharePoint data.
- Support the organization and planning of internal and external initiatives and events.
- Process invoices and manage expense reports. Track expenses, verify, reconcile and prepare reports.
- Arrange complex and detailed travel plans and itineraries.
- Organize and coordinate meetings, including setup of conference calls/video equipment. Issue invitations, coordinate agenda, facilitate communication and prepare materials.
- Record, compile and distribute meeting minutes and monitor for follow-up.
- Arrange programs, events or conferences by coordinating facilities, invitations, speakers, and negotiating rates. Monitor expenses and facilitate the flow of events.
- Manage vacation schedules and timesheets for Executives’ direct reports.
- Maintain inventory of promotional materials, general office supplies and equipment.
- Manage phone plans, email accounts, and system access (IT forms) for department. Provide support on technical procedures and equipment.
- Conduct research, compile information and collect metrics from various sources to produce draft reports, documents and presentations.
- Front reception coverage for breaks and vacation.
- Complies with Sysco’s Food Safety Policy and procedures to ensure food safety, quality and legality requirements are met.
- Is willing to work safely with minimal environmental impact and understands the importance of reporting all hazards, incidents, and environmental spills immediately to their Supervisor.
- Understands that they play an integral role in their own safety and that of their colleagues and is willing to speak out when hazards are present.
- Perform other duties as assigned.
Qualifications
- Minimum of 5+ years in an administrative support role at least 3 of which are supporting at an executive level.
- Post-secondary education preferred, in office administration, business or related field.
- Maintain confidentiality and professionalism at all times.
- Advanced skills in Microsoft Word, PowerPoint, Excel, and SharePoint
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Adjoint(e) exécutif(ve)
Rémunération
55 700 $ – 104 600 $
Objectif
L’adjoint(e) exécutif(ve) organise et gère les activités administratives pour le(s) cadre(s) désigné(s) au niveau corporatif/régional. Les responsabilités comprennent : la gestion de l’agenda et la coordination des réunions, la planification des déplacements, les communications, la préparation de présentations, la gestion d’événements, les activités promotionnelles et l’organisation générale.
Responsabilités
- Gérer les agendas, les courriels et les listes de contacts. Planifier les rendez-vous, filtrer les appels et la correspondance; répondre de façon autonome lorsque possible. Traiter et rediriger les communications entrantes. Préparer des dossiers.
- Suivre les dates, les échéances et les événements spéciaux, et envoyer des rappels en cas de conflits d’horaire ou d’exigences particulières.
- Préparer la documentation pour les réunions, incluant les ordres du jour, le matériel de soutien et les présentations.
- Préparer des présentations PowerPoint. Créer des documents avancés, des courriels professionnels et des lettres.
- Maintenir les fichiers et les données sur SharePoint.
- Appuyer l’organisation et la planification d’initiatives et d’événements internes et externes.
- Traiter les factures et gérer les rapports de dépenses. Suivre, vérifier, concilier et préparer les rapports de dépenses.
- Organiser des plans de voyage complexes et détaillés ainsi que des itinéraires.
- Organiser et coordonner les réunions, incluant la mise en place des conférences téléphoniques et des équipements de vidéoconférence. Envoyer les invitations, coordonner l’ordre du jour, faciliter les communications et préparer le matériel.
- Prendre, compiler et distribuer les procès-verbaux des réunions et assurer le suivi des actions.
- Organiser des programmes, des événements ou des conférences en coordonnant les installations, les invitations et les conférenciers, ainsi qu’en négociant les tarifs. Suivre les dépenses et assurer le bon déroulement des événements.
- Gérer les horaires de vacances et les feuilles de temps des employés sous la supervision des cadres.
- Maintenir l’inventaire du matériel promotionnel, des fournitures de bureau générales et de l’équipement.
- Gérer les forfaits téléphoniques, les comptes courriel et les accès aux systèmes (formulaires TI) pour le service. Fournir du soutien pour les procédures techniques et l’équipement.
- Effectuer des recherches, compiler des informations et recueillir des données à partir de diverses sources afin de produire des ébauches de rapports, de documents et de présentations.
- Assurer la couverture de la réception pendant les pauses et les vacances.
- Se conformer à la politique et aux procédures de salubrité des aliments de Sysco afin de garantir le respect des exigences en matière de sécurité, de qualité et de conformité alimentaire.
- Travailler de façon sécuritaire avec un impact environnemental minimal et comprendre l’importance de signaler immédiatement à son superviseur tout danger, incident ou déversement environnemental.
- Comprendre son rôle essentiel dans sa propre sécurité et celle de ses collègues et être prêt(e) à signaler toute situation dangereuse.
- Effectuer toute autre tâche assignée.
Qualifications
- Minimum de 5 ans d’expérience dans un rôle de soutien administratif, dont au moins 3 ans auprès de la haute direction.
- Formation postsecondaire souhaitée en administration de bureau, en affaires ou dans un domaine connexe.
- Faire preuve de confidentialité et de professionnalisme en tout temps.
- Maîtrise avancée de Microsoft Word, PowerPoint, Excel et SharePoint.
OUR VALUES
- Our Purpose: Connecting the world to share food and care for one another
- Our Mission: Delivering success for our customers through industry-leading people, products and solutions
- Our Identity: Together we define our future of foodservice and supply chain
OUR COMMITMENT
Sysco is committed to Employment Equity.
Accommodations during the recruitment process are available upon request for candidates with disabilities.
At Sysco, we aspire to create a global culture that is decidedly diverse, equitable, and inclusive – one where we foster belonging as we care for one another and connect the world through food and trusted partnerships. We are Better Together.
Here’s a sample of the many benefits Sysco colleagues enjoy- Comprehensive Flexible Benefits including Health and Dental, Health Care Spending and Wellness Accounts
- Short-Term and Long-Term Disability
- Life Insurance
- Voluntary Optional Insurance
- Parental Leave Plan
- Company Pension Plan
- Group RRSP & TFSA
- Employee and Family Assistance
- Stock Purchase Plan
- Maple Virtual Care
- Unlimited on-line learning
- Sysco product discounts
- Preferred vendor discounts
- Colleague Resource Groups
(*benefits may vary based on location or bargaining unit)
ADDITIONAL INFORMATION
This Job Requisition was created with the help of AI. AI will not be used to make hiring decisions or who progresses in the Job Application process. If you have any questions, please reach out to our Talent and Acquisition Team.
This Job Requisition is for an existing vacancy.
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Sustainability
Sysco is continuing to lead by example. Colleagues around the world are working hard to deliver our sustainability commitments. “One Planet. One Table.” guides and unites our efforts for people, products, and the planet. We are building a future where we can continue to nourish communities while sustaining the planet for generations to come. Check out our progress in Sysco’s Sustainability Report and view a video with report highlights.
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Sysco's Inclusion
At Sysco, we aspire to create a global culture that is decidedly diverse, equitable, and inclusive – one where we foster belonging as we care for one another and connect the world through food and trusted partnerships. We are Better Together.
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Our Path Forward
Sysco is committed to the process of reconciliation through empowerment and sustainability of Indigenous communities across Canada. Our approach is through a multi-pronged and multi-year strategy focused on leadership actions, colleague relations, business development, and community relationships.
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