Executive Administrative Assistant - Abbotsford, Canada - National Cable Specialists

National Cable Specialists

Verified Company

Abbotsford, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Reporting To:

Vice President & General Manager

Key Accountabilities

Ensure regular reporting of sales, purchasing, and rebate data and subsequent reconciliations are completed on a timely basis and with accuracy.
Act as liaison between the Corporate Office and Profit Centres as directed by the VP& GM to ensure clear and effective communication of corporate messaging.
Assist company Directors and Corporate Managers in the effective execution of appropriate administrative functions.

Duties
Be the facilitator of internal company correspondence, ensuring clear and efficient communication between required departments and facilities is maintained at all times

Buying Groups Administration:

Runs Rubicon sales reports at the start of every month for six buying groups who require monthly submissions;

- share the data with relevant buying group and ensure accuracy with agreed upon parameters;

Creates cheque requests as needed (monthly/quarterly) to be paid to the buying groups;
Analyzes monthly submissions for quarterly and annual reconciliations, as required;
Coordinates annual meeting events and creates sales data as required.

Rebate Administration:

Provides data for PCMs to calculate annual rebates to be paid to customers and provisions for GIC Year End;
Calculates national account rebates not paid monthly (ie. GIC, Wesco, Stuart Olsen, Black & McDonald, etc.);Coordinates annual letters of agreement with PCMs and customers;
Provides quarterly customer rebate updates to PC and Sales Managers throughout the year;
Creates Customer Rebate summary sheets;
Creates summary spreadsheet for Supplier Rebates.

Assist the VP & GM in administrating corporate duties and functions:

Make arrangements for the NCS International Co. management team in preparing for group meetings and events;
Work with the Corporate Marketing department in negotiating with event planners, facility administrators, and other related vendors in ensuring the efficient execution of corporatecoordinated events;
Take meeting minutes as directed by the VP & GM;
Assist the VP & GM in the successful followup of assigned duties during organized meetings;
Coordinates sales and forecast meetings, as required;
Assist the VP & GM prepare for vendor and customer meetings;
Take notes during attended meetings and assist the VP & GM in following up with assigned responsibilities;
Manage the Company event calendar and ensure proper distribution;
Liaise with Head Office personnel on memo and notice distribution, when necessary.

Additional Administrative Duties:

Committee Meetings and Projects
Takes minutes for all management committee meetings and circulates to all PC and Sales Managers and works with Management Committee team members to complete reports and creative for current projects;
Runs monthly reports for Management, as required;
Timesheets tracks 9850 employee vacation days and submits timesheets bi

- weekly to payroll;

Petty Cash custodian for 9850 petty cash; Reconciles when needed or annually;
Work with NCS International Co.'s Directors and Corporate managers in administering effective company communication as required;
Administers access to and orders forms from FMD as needed.

Job Types:
Full-time, Permanent

Salary:
$40,000.00-$70,000.00 per year

Benefits:

Company events
Dental care
Disability insurance
Employee assistance program
Extended health care
Life insurance
Onsite parking
Profit sharing
RRSP match
Vision care

Schedule:

Monday to Friday

Ability to commute/relocate:

Abbotsford, BC: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

We will be moving to Abbotsford in January 2024. Are you willing to commute to Abbotsford (near the airport? Yes or No

Education:

Bachelor's Degree (preferred)

Experience:

Executive Administrative Assistant: 4 years (preferred)
Buying Group Administration: 1 year (preferred)
Rebate Administration: 1 year (preferred)
Events Management: 1 year (preferred)
Corporate Communication: 1 year (preferred)
- directly assisting VP/Exec: 1 year (preferred)

Work Location:
In person