Marcatus QED Looking for Administrative Support at Toronto, ON Full Time

Reports to: Executive Assistant

The Administrative Support role is an important one at our award-winning agribusiness; you are the first face an office visitor sees when they come into the door! You will be a welcoming front-line point of contact for couriers/delivery people, to clients and prospective hires, and to contractors and service people. As part of our office support team, you will be reporting into the Executive Assistant and supporting the CEO and the Executive Team. This exciting role is a full-time, permanent opportunity that includes paid time off, benefits and extended healthcare.

A typical day: Ensuring the CEO’s office is prepared for his arrival (supplies, fresh coffee, water). You might be greeting guests for large boardroom meetings, providing hospitality to our guests (water or coffee, etc.) or running out to grab lunch for the CEO. You might be researching restaurants for an upcoming business trip and presenting your findings, or creating an executive summary or PowerPoint presentation for an upcoming event.

Outcomes:
The ‘face’ of the company for all office visitors – creating a welcoming, friendly and positive atmosphere for everyone, whether that is a courier/delivery person or a client.

Ensuring that the office team is supported and equipped with adequate supplies, etc., sanitized/clean communal areas/kitchen, etc.

Creating a positive and welcoming environment for office visitors (greeting, welcoming, hospitality)

Having a sense of care and urgency to communicate, coordinate, or escalate any issues as needed to Executive Team

Being available to support Executive Team and CEO as needed

Duties/Responsibilities

Coordinating with Executive Assistant, Personal Assistant and other members of the CEO Support Team to cover all tasks/duties

Greeting visitors, answering phones, couriers, etc.

General duties: Running errands, picking up supplies, ordering office equipment, grabbing lunch for CEO, recurring office supply order, ensuring office is tidy, etc.

Filing forms and documents, typing documents

Courier Receiving: receiving packages or documents and ensuring they are delivered to the right person in a timely manner

Collecting/checking office mail from mailroom; collecting packages at security desk/concierge on a daily basis

Kitchen/Office Duties: ensuring kitchen is tidy, dishes are emptied/loaded into dishwasher, paper towels/soap dispensers filled

Credit card reconciliation; coordinating with Executive Assistant and Finance for accurate and timely documentation of receipts, expenses, etc.

Able to anticipate needs and see the big/small picture as well as be discreet at all times.

Creating Executive Summaries, PowerPoint presentations as needed

Research: researching travel, gifting, or tracking down a special and hard-to-find item

Gifting: gift-buying and planning for birthdays, special occasions, corporate gifts, etc.

Event Support: support Executive Team and Culture in organizing, planning, running special events (birthdays, gatherings, parties, company Christmas party, etc.)

Ad hoc duties as needed

You possess:
1+ years of relevant work experience

Experience with Office Suite (Word, PowerPoint and Excel), and related programs

Exceptional communications skills: written and verbal English

You love working with people! You are warm, positive, and welcoming.

Strong work ethic, professional demeanour, and team-player attitude

Interpersonal skills: high degree of emotional intelligence, ability to work successfully with people from different backgrounds and cultures

A service-oriented, problem-solving approach to getting things done.

You’re a quick thinker who is adaptive, flexible, and able to learn quickly, and thrive in a dynamic environment with high ambiguity.

Ability to work in the office full time

About Our Company: We are an award-winning agribusiness with over 20 years of experience creating bespoke, innovative and sustainable programs for our clients in the food industry with solutions from seed to shelf. With our global headquarters in Toronto’s Liberty Village to our offices and production facilities in India, we are passionate about making a positive impact on the food supply chain. We are a winner of the Guardian UK Sustainable Business Award for our work in Diversity, Equity and Inclusion, impacting 10,000 rural smallholder farmers in India, as well as our Women in Agriculture Scholarship. If you want to make an impact on the world, join our diverse team of global agri-food experts!