ADMINISTRATIVE ASSISTANT

Continental Baking Company is seeking to recruit an Administrative Assistant, who will be responsible for supporting its Sales Department. The incumbent will be responsible for the efficient administration, preparation and coordination of all documentation.

ADMINISTRATIVE ASSISTANT 

Continental Baking Company is seeking to recruit an Administrative Assistant, who will be responsible for supporting its Sales Department. The incumbent will be responsible for the efficient administration, preparation and coordination of all documentation, records and reports related to the shipping portfolio. This role requires strong organizational skills, attention to detail and the ability to manage multiple tasks with competing deadlines.

 Core Functions

• Create and maintain a robust and efficient physical and digital filing system for the department, to include staff personal records (attendance, vacation, contract break, etc.)
• Ensure all enquires, digital queries and emails are responded to in a timely and appropriate manner.
• Call Management – answer phone calls, direct callers to appropriate personnel and document messages and/or actions for follow up.
• Office Management – schedule appointments, sign for incoming packages and assist with clients and suppliers visits and/or tours, as approved.
• Order, distribute and maintain a log of office stationery and supplies.
• Oversee the office attendant to ensure the proper execution of his/her duties.
• Draft and edit letters, reports, correspondences and other departmental documents.
• Ensure the timely processing of all Purchase Order requests and invoices; maintain all records related to inventory management and tracking.
• Input and update information in databases and spreadsheets, to include the Company’s business information system.
• Provide support to the Department Manager in the management of his/her schedule, and calendar.
• Prepare meeting agendas; take and distribute meeting minutes; coordinate logistics for meetings, including room setup and catering.
• Ensure all internal and external reports are prepared and submitted in accordance with established timelines.
• Plan and coordinate department engagement activities; provide timely communication and coordination of all internal company engagements to department’s staff.
• Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Ensure full adherence to and compliance with all health, safety, quality, environmental, regulatory standards and protocols.