Job Description

PURPOSE

This Administrative Assistant is responsible for providing administrative support to the President and members of the Sr Management team to ensure smooth day-to-day operations. The position is responsible for organizing all the business and administrative activities that support the day-to-day requirements of the President and the Sr Management team.  This is a highly visible position within a dynamic, growing company which requires the highest level of professionalism, energy, positive attitude and confidentiality.

PRIMARY DUTIES & RESPONSIBILITIES

• Work closely with Sr Level Executives managing complex calendars and travel with utmost attention to accuracy, timeliness and ensuring the schedule aligns with Executives’ priorities and commitments.
• Manage the Presidents calendar
• Prepare and manage all files and resources related to the Executive’s business activities including electronic and hard copy information, materials, agendas, and presentations to use in discussions/meetings or distribute.
• Generate reports, presentations, handle multiple projects, and prepare expense reports
• Responsible for confidential and time sensitive material; Ensure the security, integrity, and confidentiality of data/information
• Demonstrate professionalism and discretion and experience in working with highly confidential information
• Manage within corporate and business processes
• Invoice auditing, processing, and monitoring
• Be involved in the budget process to ensure timely preparation and completion
• Ensure the various branches and departments adhere to corporate and office policies and procedures 
• Coordinate departmental and company-wide communications
• Facilitate and document Management Team meetings
• Administer contracts and agreements and maintain vendor relationships
• Receive and invoice supplies and equipment in accordance with corporate policies and procedures
• Manage promotional item procurement and distribution
• Manage Executive teams travel adhering to company policy
• Compliance to the Toll Logistics Business Improvement Program including Quality and Risk Management

BUSINESS

• Must possess organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Can-do attitude; must be proactive and solution oriented, looking for ways to add value and assist the team.
• Must be available to respond to critical requests and emails outside of core work hours
• Proven track record of excellent judgment, problem resolution, team work, negotiation, budgeting and analytical skills, decision-making skills, and the ability to work under pressure required
• An aptitude to work independently without significant oversight or instruction to achieve results with a high degree of accuracy and attention to detail
• Ability to multi-task and work independently
• Thorough knowledge of policies and procedures of the company; ability to understand and interpret pertinent policies and procedures clearly and accurately
• Ability to establish and maintain effective working relationships with supervising personnel, co-workers, business professionals, and the TGF customers
• ·         Ability to communicate effectively orally and in writing
• ·         Strong organizational skills
• ·         Strong interpersonal skills and emotional maturity
• ·         Ability to influence others

Qualifications

• Bachelor’s/ Associate’s degree in business management or related field
• 3 - 5 years of Administrative Assistant experience
• Must have experience in supporting a management team
• FULLY PROFICIENT with Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
• Strong writing skills with the ability to draft e-mails on behalf of executive, management and/or department

Additional Information

BE CONNECTED

With a bold vision and innovative drive, join our 20,000 colleagues as we lead industry change and transform how customers best meet their global supply chain needs in a meaningful and sustainable way. There are countless opportunities to learn and make a real impact in shaping our industry’s future. Grow with diverse challenges amongst a friendly and inclusive global culture. Take pride in building relationships that matter, because being connected is at the centre of what makes Toll great – it’s what makes our possibilities endless.

Toll embraces and celebrates a variety of cultures. We continue to build a business that reflects the values of equality, built on the knowledge and understanding that everyone is welcome including the First Nations Peoples and those of all ages, genders and abilities.

To find out more about us visit www.tollgroup.com/careers

You must be entitled to work in the United States and be prepared to undertake pre-employment checks including a criminal history.