Executive Assistant | Adjoint(e) exécutif(ve)

Sysco

5d • Onsite

About The Position

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. 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. Sysco is the global leader in selling, marketing and distributing food products to restaurants, healthcare and educational facilities, lodging establishments and other customers who prepare meals away from home. Its family of products also includes equipment and supplies for the foodservice and hospitality industries. With more than 71,000 colleagues, the company operates 333 distribution facilities worldwide and serves approximately 700,000 customer locations. For fiscal year 2022 that ended July 2, 2022, the company generated sales of more than $68 billion. Information about our Sustainability program, including Sysco’s 2022 Sustainability Report and 2022 Diversity, Equity & Inclusion Report, can be found at www.sysco.com.

Requirements

• Minimum of 5+ years in an administrative support role at least 3 of which are supporting at an executive level.
• Maintain confidentiality and professionalism at all times.
• Advanced skills in Microsoft Word, PowerPoint, Excel, and SharePoint

Nice To Haves

• Post-secondary education preferred, in office administration, business or related field.

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.

Benefits

• 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
• Associate Resource Groups (benefits may vary based on location or bargaining unit)

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree