Sales Administrative Assistant

McCormick Canada continues its long track record of growth and is a respected leader in the spice, seasoning, flavouring and specialty food industry.  Our consumer products division serves retail grocery customers and emerging channels with Club House, Billy Bee and McCormick products, while our Custom Flavour Solutions division serves food service distributors and other respected food manufacturers across Canada.  McCormick Canada is part of the world leader in spice and seasonings, McCormick & Company Inc.

The Power of People is one of our five pillars.  It has been the foundation for McCormick's success for decades.  There is something inspiring about working at McCormick.  We have created an unusually dedicated workforce by fostering a culture of respect, recognition, inclusion and collaboration based on the highest ethical values.  Without our employees, our success is not possible.  Our commitment to our customers, our consumers and our employees is unsurpassed. 

Position Overview/Primary Purpose:

This position is based out of our McCormick office in Mississauga and supports our Canadian Sales Consumer Product Division.
The Sales Administrative Assistant is responsible for the operational and administrative needs of the Vice President of Sales and the Sales division. This is inclusive of Accounts Payable support to setup purchase order requisitions, invoice submission support where required, and issue management and conciliation support. In addition, responsibilities include meeting and travel planning and support, calendar management of the Vice President of Sales, and product sample management. Other responsibilities listed below. This position will require the highest degree of accountability, professionalism, confidentiality, organization and interpersonal / communication skills. Proficiency with Microsoft Office products is also required to enable success in the position.

Key Responsibilities: 

Accounts Payable support for the Sales Team: 
-    Lead setting up new purchase order requisitions and support across process until the purchase order is generated.
-    Provide issue management support as needed: Ensure invoices are processed properly by the accounts payable department and provide support on invoice discrepancies.
-    Submit invoices for payment as needed 

Operational and Administrative support for Sales Team:

• Product Samples:
  • Manage and Order product for Sales Sample Room from Customer Service to maintain adequate stock levels
  • Ship product samples within Canada (and United States as needed), including support for new product launches.
• Set up New Customers in system and update existing customer information (i.e. sold-to locations, ship-to locations, and payee information)
• Support Sales team with office workstation and printer support
• Conduct monthly audit for Costco – compile information and post audit to Sales Force

Meeting Administrative support for Sales Team:

• Support ordering meals, snacks, and drinks for Sales and Customer meetings at McCormick Office in Mississauga; assist Sales team if help is needed for meeting room set up
• Provide administrative support for off-site Sales Meetings. Responsibilities can include hotel inquiries for location, pricing, accommodations and meals; formalize contracts and meeting requirements. 
• Booking tickets for industry events for Sales attendees

Administrative support for Vice President of Sales:

• Calendar management: Support setting up and accepting meetings and adjusting as required. For Senior-level meetings, this will require working with other administrative assistants across functions and externally.
• Travel: Provide support for booking travel requirements for VP of Sales (flights, hotel, car, and food)
• Expenses: Coordinate and complete monthly expenses in Concur system for VP of Sales. In addition, reconcile and submit expenses for expense cards under the responsibility of this position

Required Qualifications:

• High School Diploma is required. Post-Secondary degree is preferred.
• Valid driver's license and access to a car is required
• 5-7 years of experience supporting high level executives, with high degree of accountability and confidentiality. Consumer packaged goods experience is ideal. 
• Strong Administrative skills with sensitivity to confidentiality. Accounts payable experience preferred. 
• Technical aptitude and experience in managing office equipment
• Is accountable for reporting, on time payments and reconciliation
• Superior organizational skills, attention to detail, and ability to manage and prioritize multiple tasks at the same time.
• Excellent written and oral communication skills.
• Excellent knowledge of Microsoft Office Products (Outlook, Teams, Excel, Word, PowerPoint).
• This position is located at our office in Mississauga and expected to work in the office minimum 4 days per week with flexibility to work from their home office on Fridays.

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Throughout the selection process, accommodations for applicants with disabilities are available upon request.  Please notify H.R. if required.