Office Administrator & Executive Assistant

Tilray BrandsToronto, Ontario

30+ days ago

Salary

CAD50000–CAD55000 yearly

Job description

Office Coordinator & Executive Assistant - Toronto, ON (On-Site)

About Tilray Brands Inc.

Tilray Brands is a leading global cannabis-lifestyle and consumer packaged goods company with operations in Canada, the United States, Europe, Australia, and Latin America that is changing people's lives for the better – one person at a time – by inspiring and empowering the worldwide community to live their very best life by providing them with products that meet the needs of their mind, body, and soul and invoke a sense of wellbeing. Tilray’s mission is to be the trusted partner for its patients and consumers by providing them with a cultivated experience and health and wellbeing through high-quality, differentiated brands and innovative products. A pioneer in cannabis research, cultivation, and distribution, Tilray’s unprecedented production platform supports over 20 brands in over 20 countries, including comprehensive cannabis offerings, hemp-based foods, and beverage alcohol brands.

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.

Role and Responsibilities : 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.

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.

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