Job Information
Kohler Co. Sr. Administrative Assistant in Vaughan, Ontario
Sr. Administrative Assistant
Work Mode: Hybrid
Location: Onsite (Vaughan, Ontario Canada)
Opportunity
Reporting to the VP-Canada, KBNA, the Sr. Administrative Assistant will perform administrative duties of both confidential and general nature for the VP-Canada business including Kohler, Sterling, and Hytec Brand. Prepare correspondence, memorandums and reports, requiring individual initiative and responsibility; assist in the research, analysis of trends, expense and statistical reporting. Requires broad knowledge of Company’s enterprise structure and key stakeholders. Maintain records and files and perform other administrative duties as required and requested. Schedule travel, appointments and meetings, manage calendars, travel & expense administration, create reports and communications. Screen calls, emails, mail and visitors; route and resolve information requests. Coordinates space and office organization, and special projects.
SPECIFIC RESPONSIBILITIES
Facilitate communication and administration between Kohler associates, agents, new hires, and customers/community.
Set up appointment schedules and keep appointment calendars in order.
Process and appropriately route telephone calls, interoffice mail, external correspondence, and electronic mail.
Manage internal and external group lists and the vacation calendars of Canada Leadership Team.
Maintain confidential records and files.
Schedule all travel arrangements (to include ground and air transportation, hotel accommodation, and event scheduling for Leadership team and Customer events) for VP and others as requested.
Assemble and submit Expense Reports for the VP as needed.Review and approve Expense Reports for staff members reporting to the VP.
Vendor management including creating Purchase Orders and processing deductions and payments for business purchasing for Vaughan office including marketing, sales tools, office needs, suppliers, etc.
Produce, assemble, and format key documents for New Product Schedules, Financial Plan, and Strategic Plan.
Support in creating and editing PowerPoint presentations.Coordinating work across team members for presentations, materials for deadlines
Maintain records on approved and pending ACTs (Authorized Corporate Transaction).
In consultation with Vaughan and Armstrong locations, coordinate and administer resources: Mobile phone accounts, leases (vehicles, equipment), computer/IT, network and phone systems, coordination of large-scale printing and/or promotional needs, etc.
Liaise with Kohler IT, CRM, EGR, and Lectora/Coursemill vendors to resolve issues.
Manage office purchases (supplies, business machines, cleaning, water cooler, etc.) -
Manage supplies and track supply budget for Vaughan head office and maintain and update fixed asset lists. Key contact for office admin, connections with Landlord, insurance, etc including office access and keys
Coordinate bi-lingual translations on behalf of Kohler Canada Co.
Assist sales with Monthly Sales Highlights and rewards recognition
Paying Invoices: Responsible for vendor management to include reconciling invoices fort payment processing.
Liaise with Accounts Payable for accounting/PO issues/questions. Deposit checks as necessary.
Liaise with HR and other departments for onboarding/offboarding employees and contractors (employment pre checks, laptops, phone, access, business cards, cars if required.) including agent contractors – maintaining database as needed
Support communication and events for stewardship, engagement, culture and recognition
Skills/Requirements
High school diploma required ; Associate or Bachelor’s degree preferred, but not required.
3-5 years relevant experience is required; a background in marketing/sales is an asset.
Skills/Specialties include Administration, event planning, executive support, scheduling, travel administration, travel planning, strong computer skills, flexibility, project coordination experience, excellent interpersonal skills and the ability to work well with all levels of internal and external contacts.
Requires an individual who is professional, maintains confidentiality, has a high energy level, and has demonstrated initiative and multi-tasking ability.
Ability to navigate and create/print reports from a variety of sources.
Proficiency in Microsoft Word, PowerPoint, Outlook, and Excel, along with good keyboarding skills is required.
The successful candidate must be able to meet goals and objectives with minimal supervision.
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Why Choose Kohler?
We empower each associate to #BecomeMoreAtKohler with a competitive total rewards package to support your health and wellbeing, access to career growth and development opportunities, a diverse and inclusive workplace, and a strong culture of innovation. With more than 30,000 bold leaders across the globe, we’re driving meaningful change in our mission to help people live gracious, healthy, and sustainable lives.
About Us
It is Kohler’s policy to recruit, hire, and promote qualified applicants without regard to race, creed, religion, age, sex, sexual orientation, gender identity or expression, marital status, national origin, disability or status as a protected veteran. If, as an individual with a disability, you need reasonable accommodation during the recruitment process, please contact kohlerjobs@kohler.com . Kohler Co. is an equal opportunity/affirmative action employer.