Administrative Assistant

 

Executive Administrative Assistant, North America

(Location: Toronto or Atlanta)

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We are looking to add an exciting new member to our diverse and highly engaged team, that will provide strong organizational and administrative support to leaders on the North American legal team.

Candidates must have experience successfully communicating and working with Senior Executives and key stakeholders in a detail-focused professional environment. Candidates should be process-driven, and able to navigate change as they demonstrate administrative team leadership skills.

This hybrid position requires the ability to set and lead administrative routines for the North America legal leadership team, including leaders based in Toronto and Atlanta, although no travel is required. Candidates must have a demonstrated proficiency for collaboration, attention to details and strong interpersonal communication skills.

What You’ll Do for Us

• Manage planning and calendaring for key functional meetings and routines.

• Maintain distribution lists, shared folders and communication channels across a few platforms.

• Invoice management, vendor set-up, E-Billing and invoicing processing; liaise with law firms and vendors to resolve any billing issues.

• Schedule domestic/international travel arrangements to include air, hotel and ground transportation through Company processes.

• Process travel and office expenses in travel management tools.

• File Management: Identify, classify, and maintain sensitive information consistent with record handling and retention requirements. Open, close and file electronic documents.

• Respond to Company/ Department-related requests for information.

• Assist with meeting materials and PowerPoint presentations.

• Compose correspondence (e.g., memos, announcements, e-mails, letters)

• Circulate corporate documents and contracts to Directors and Officers for signature

• Manage student secondments (coordinate with firms, onboarding, training etc.)

• Maintain utmost professionalism and confidentiality.

Qualifications & Requirements

• College, Polytechnic or University degree would be an asset, but not required if extensive work experience can be demonstrated.

• 3+ years of work experience in relevant roles

Functional Skills:

Initiative & Problem Solving

• Ensure timeliness and accuracy of deliverables.

• Effectively organize and manage multiple responsibilities.

• Demonstrates clear initiative and problem solving.

• Anticipates challenges and develops solutions.

• Ability to effectively run programs and projects, end-to-end with little supervision.

Planning & Organizational Tools

• Ensure priorities are handled effectively by modifying plans in area of accountability.

• Exemplary organizational skills, strong attention to detail.

• Experience with leveraging Microsoft Office 365 skills (in particular, Powerpoint, Sharepoint, OneNote, Teams, Yammer), and proficiency with Word and Excel.

Communication

• Ability to effectively communicate in a professional manner while building credibility and rapport.

Ability to maintain confidentiality.

Skills

Administrative Tasks; Purchase Orders; English Grammar; Payroll; Processing Expense Reports; Travel Coordination; Workflows; Computer Applications; Executive Support; SharePoint; Microsoft Office; Database Entry; Office Management; Data Collections

Our Purpose and Growth Culture:
We are taking deliberate action to nurture an inclusive culture that is grounded in our company purpose, to refresh the world and make a difference. We act with a growth mindset, take an expansive approach to what’s possible and believe in continuous learning to improve our business and ourselves. We focus on four key behaviors – curious, empowered, inclusive and agile – and value how we work as much as what we achieve. We believe that our culture is one of the reasons our company continues to thrive after 130+ years. Visit Our Purpose and Vision to learn more about these behaviors and how you can bring them to life in your next role at Coca-Cola.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class. When we collect your personal information as part of a job application or offer of employment, we do so in accordance with industry standards and best practices and in compliance with applicable privacy laws.

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