Position Description Summary
Reporting directly to the Business Unit Director for the Americas, the Executive Assistant/Office Manager plays a crucial role in ensuring the efficient and compliant operation of our administrative and office management activities towards all related work for Score (Canada) Ltd. and Americas.
The Executive Assistant/Office Manager provides high-level administrative support to the Business Unit Director (BUD) and Senior Management Team, ensuring efficient operation and communication within the executive office. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion.
All work shall be carried out in accordance with company policies, procedures, and work instructions. They shall provide technical support to the internal Sales and Production teams, and to other divisions within the Score Group of companies.
Main Roles and Responsibilities
Administration Support:
- Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
- Prepare and edit correspondence, reports, and presentations.
- Handle incoming calls, emails, and other communications with professionalism and confidentiality.
- Coordinate and organize meetings, including agenda preparation, logistics, and note-taking. Ensure timely follow-up on action items and commitments made during meetings.
- Coordinate, plan and book travel itineraries, accommodations, and transportation for management and staff business. Prepare travel expense reports and manage related budgeting.
- Assist in the planning and execution of special projects as directed by the Business Unit Director and senior management. Monitor project timelines and deliverables, ensuring timely completion.
- Assist and serve as the primary point of contact between management and internal/external stakeholders. Facilitate communication and ensure that messages are delivered clearly and promptly.
- Manage sensitive information with the utmost confidentiality and integrity.
- Exercise discretion in dealing with confidential matters.
- Build and maintain relationships with key stakeholders, both internal and external.
- Always represent the company in a professional manner.
- All other duties related to the business.
Office Management:
- Oversee day-to-day office operations to ensure efficiency and smooth workflow.
- Oversee office supplies and inventory, ensuring availability and cost-effectiveness, and place orders when necessary.
- Implement and maintain efficient filing systems and organizational processes.
- Coordinate office maintenance, including cleanliness and repairs.
- Work with IT departments or vendors to resolve technical issues and manage office communication systems (e.g., phone systems, email accounts).Support the HR Manager and the Social Committee with organizing employee engagement activities.
- Foster a positive and productive office environment, ensuring team members have the tools and resources needed to succeed.
HR Support:
- Assist the HR Manager with posting job openings, scheduling interviews, and communicating with candidates.
- Assist with employee orientation, ensuring new hires are properly introduced to the office environment.
- Assist with organizing employee training sessions, seminars, or workshops as directed by HR.
- Track and manage employee leave requests (sick days, vacations, etc.) in collaboration with HR.
Qualifications and Educational Requirements:
- Bachelor’s degree in business administration or post-secondary office education (Office Admin or Equivalent).
- Strong Knowledge of Microsoft Office, Excel & Access, Project & PowerPoint required.
- Proven experience in a similar administrative role, preferably within a project-based or industrial setting or additional qualifications in administration or relevant field is a plus.
Knowledge, Skills and Abilities:
- Effective communication skills.
- Computer skills using Microsoft Office suite of programs.
- Ability to work independently as well as a team player.
- Commitment to continuous improvement and safety, with a flexible approach to change.
- Self-motivated, enthusiastic, and committed to delivering work to a high standard of quality.
- Professional presentation.
