Why work for Lafarge?:
As the global leader in innovative and sustainable building materials, we’re committed to shaping a greener, smarter and healthier world. At Lafarge Canada Inc., safety comes first, collaboration matters and diversity is celebrated with people who share our desire to continually make our materials better.
Do you have the drive, the skills, and the passion to join us?
Reporting to the Vice President/General Manager (VP), the Executive Assistant/Office Manager is responsible for performing a wide range of administrative support duties of a highly responsible and confidential nature using a high level of tact and integrity. The role requires independent judgment, strong initiative and the ability to effectively prioritize workloads and projects in a confidential and sensitive manner.
Reports directly to the VPGM
Coordinate and collaborates with other Administrative professionals & support staff
Has one direct report – Receptionist/Office Coordinator – and manages other temporary office staff as required for coverage
This opportunity is a 14-month maternity leave contract.
Health, Safety & Environment:
Demonstrates a commitment to a safe work environment.
Understands the safety objectives of the organization and supports these efforts in a visible manner.
Sits on the office OH&S committee
Calendar & Meeting Management:
Completes a broad variety of administrative tasks including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Manage the VP’s calendar to ensure efficient use of time, with emphasis on priority-based forward planning and the use of current technology. Coordinate calendars to ensure effective coordination & scheduling of appointments.
Prepare and disseminate weekly calendars and schedules.
Plans, coordinates and ensures the VP's schedule is followed and respected.
Works closely and effectively with the VP to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
Liaise between executive/senior management and all other departments, divisions and individuals in the region.
Coordinate domestic and international travel activities such that they fit calendar events in accordance with the VP’s travel preferences. Coordinate travel for any visitors, as assigned
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Coordinate and organize all aspects of meetings/conferences (agendas, minutes, follow-up on action plans, etc.) on site and off site
Manage and coordinate events as required by the VP
Manage/screen phone calls and respond to messages when appropriate
Arrange Video Conferencing and Teleconferencing, as appropriate
Coordinate all entertainment events for customers and/or employees
Maintain a keen awareness of departmental and organizational goals and objectives, in order to best support them
Build a network of useful contacts inside and outside of Lafarge
Prepare, compose and initiate various documents, often confidential in nature, such as letters, correspondence, memoranda, agendas, reports, minutes, quotations, notices, postings, tables, forms, spreadsheets, power points, presentation material choosing the appropriate means of communication, including the preparation of materials for executive meetings.
Expense report preparation and coding of invoices for approval
Handle special confidential projects as assigned
Proactively anticipate workflow, prioritize and follow through on tasks to completion
Gather information in preparation for management meetings, including preparation of Agendas and distribution of meeting minutes
Review and approve communications related news and announcements in the system for Dispatch newsletter
Handle internal, external, & electronic correspondence, which involves opening, printing, sorting, faxing, photocopying and prioritizing documents.
Office Management and Operations:
Provide leadership, direction, and supervision of Receptionist/Office Coordinator and other temp office staff
Responsible for managing all vendors and supplies for the Rangewinds building
Work with Safety to ensure that the Rangewinds building Emergency Response Plan and safety plans are kept current and are communicated to all employees and occupants
Oversee the creation of all office visitor orientation materials and ensure that all office visitors are oriented for safety
Responsible for communications to all office employees regarding office-related matters such as cleaning, fire alarms, repairs, etc.
First contact for high profile visitors
Manage repairs and maintenance for the office building and systems as required
Ensure that the office is kept at a high level of cleanliness and well cared for at all times
Payment of invoices for building-related expenses with approval of the VPGM
Onboarding and off boarding of employees; orientations, seating plan, distribution lists, welcome packages
Coordinate office, furniture, and related moves and deliveries as required
Additional Administrative Responsibilities:
Administrator for company cell phone account
Accounts payable administration; cheque requisitions, purchase orders, complete payments and control expenses by receiving, processing, verifying, and reconciling invoices
Manage monthly office expense tracking
New vendor setup as required
Manage payroll for Receptionist/Office Coordinator
Assist with reception coverage along with other support staff
Provide general office support as required (e.g.: answer phones, open and distribute mail, establish and maintain filing systems, process invoices and expense reports, maintain office equipment, etc.)
Maintain confidentiality and discretion
Perform other duties as assigned
Education, Work Experience & Knowledge:
Diploma or degree in business administration or related discipline
At least 5 years of progressive, senior administrative support experience
Demonstrated experience and proven skills in Executive support
Skills & Competencies:
Strong interpersonal and communication skills (verbal and written)
Work independently and detail oriented
Must be flexible, able to balance multiple tasks and changing priorities, with required urgency
Exhibit exceptional organizational skills so as to complete assignments and produce accurate work products in a timely manner without follow-up
Take initiative to research and solve problems
Balances the need to be a gatekeeper with the need to also be collaborative
Excellent proofreading and editing skills
Proficient in MS Office Suite, SAP and other related programs
Bilingual skills (English and French), an asset
Notary Public, a plus
Travel Requirements: 5%
Integrity & Trust and Confidentiality
Comfort around Top Management
As part of our dedicated focus on the health and safety of all employees, a pre-employment medical, including drug and alcohol testing and a criminal record check, may be required.
As we are reinventing the way the world builds, we need world-class talent to join our Lafarge Canada team: people who are passionate, driven by curiosity and keen to grow, learn, develop and thrive in our high-performance culture.
Whatever you do, you will make a difference here. Because we know that your passion and curiosity are the natural resources the world needs.
See more opportunities at www.lafarge.ca/careers.
We thank you for your interest. Only candidates selected for an interview will be contacted. Lafarge is committed to the principles of employment equity and encourages the applications from women, visible minorities, and persons with disabilities.