Executive Assistant

BE A PART OF A REVOLUTIONARY CHANGE At Rothmans, Benson & Hedges Inc. (“RBH”), Philip Morris International’s subsidiary in Canada, we’ve chosen to do something incredible. We’re totally transforming our business and building our future on smoke-free products. With huge change, comes huge opportunity. So, wherever you join us, you’ll enjoy the freedom to dream up and deliver better, brighter solutions and the space to move your career forward in endlessly different directions. Bring us your curiosity and capacity to engage people and you can be part of the digital, omni-channel team that’s driving our huge commercial transformation. If you’re a forecaster and forward-thinker, you can make a huge impact, come join us! Place Small description: The Executive Assistant provides high-touch administrative support to the Managing Director and members of the executive team. Responsibilities include managing schedules, organizing meetings, preparing expense reports, coordinating travel and management team events, and assisting with various tasks to ensure smooth operation. Strong organizational, communication, and time management skills are essential for this role. YOUR DAY TO DAY • Help the Managing Director manage their time effectively, ensuring that meetings and tasks are scheduled efficiently. • Address and resolve administrative issues and challenges that arise, using initiative and problem-solving skills (e.g. technology related troubleshooting) • Arrange travel itineraries, accommodations, transportation, and other logistics for the Managing Director/executive's business trips. • Complete the expense claims on behalf of the Managing Director/executives, ensuring that the expenses reconcile to their corporate credit card and in compliance with the relevant company policies. • Track and manage expenses, process invoices as required. • Coordinate monthly management team meetings and any catering requirements. • Support RBH legal Counsel in managing NDA’s, Company Resolutions, Trademark searches. Responsible for liaising with the intellectual property Center of Expertise, maintenance of meeting books, amending documents and support in preparing PowerPoint presentations. • In collaboration with People Engagement and Workplace Experience teams organize company events end-to-end, including company-wide meetings and celebrations, senior leadership offsite and support senior leadership to coordinate department events and meetings including logistical arrangements and coordination with participants. • As RIM Delegate acquire, use and promote know-how on the Global Retention Schedule, ensuring that records for the function are accurately processed, to pursue zero physical records outside the Global Retention Schedule. • Participate and at times drive initiatives/projects assigned by the Managing Director to promote engagement, transformation and communicating within the business and across functions. WHAT WE ARE LOOKING FOR • Post-secondary education with a certificate or diploma in business administration/office administration or management or related field, combined with senior administrative experience. An equivalent combination of education, training and experience may be considered. • Experience providing administrative support to senior or executive management. • A minimum of 5 years’ experience supporting a senior executive or executive team • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • SAP knowledge and experience would be an asset. • Ability to display initiative and work independently under minimal supervision. • Excellent verbal communication skills with the ability to communicate effectively. • Strong interpersonal skills with the ability to work effectively with a team of internal and external stakeholders. WHAT WE OFFER We offer the opportunity to join an organization where you can grow in a wide range of business functions. You will have the chance to build your professional expertise, business understanding, and leadership capabilities in a collaborative, challenging environment where we will empower you to take risks, experiment and explore. Our company fosters excellence in execution and is comprised of dedicated people all working together to continue to grow our status as industry leaders. We offer our employees a competitive salary, an attractive compensation package, including flexible work schedules (where applicable), health and wellness programs, and attractive benefits options. For this position the salary range is between $85.000 to $90.000 based on the level of experience. You will also be a part of an inclusive, diverse culture, where everyone’s contribution is respected; collaborate with some of the world’s best people and feel like you belong. WHO WE ARE We are Rothmans, Benson & Hedges Inc., Philip Morris International’s subsidiary in Canada. Today we are Canada's second largest tobacco company. In addition, RBH Inc. was awarded Top Employer for 2017, 2018, 2019, 2022 and 2023. We currently employ over 800 people throughout our six corporate and sales offices and our factory. Our parent company PMI is one of the world’s leading international tobacco companies. In addition to the manufacture and sale of cigarettes, PMI is engaged in the development and commercialization of smoke-free products. Click on the following link to learn more about what RBH believes: https://www.rbhinc.ca/home/what-we-believe Rothmans, Benson & Hedges is committed to providing equal employment opportunity for all current and prospective employees, as well as to promoting a culture of inclusion and respect for everyone. We celebrate the innovation that diversity creates in the work environment, and we recognize that each employee brings their own unique capabilities, experiences, and perspectives to the organization. It is this diversity that adds value to our teams, as well as to our stakeholders. We are committed to providing equal employment opportunity regardless of race, ancestry, color, religion, sex, marital/family status (including pregnancy), national origin, sexual orientation, immigrant and newcomer status, gender identity/expression, age, citizenship, or disability. We consider qualified applicants who have passed the criminal background checks, consistent with legal requirements. We strive to recognize and value diversity and equity, and to ensure the inclusion of underrepresented groups and the four designated groups: women, Indigenous peoples, persons with disabilities and members of visible minorities. We value, respect, and equally support applicants from these groups. We welcome and encourage applicants to reach their full potential with us. We use artificial intelligence in the form of an algorithmic software in the application process to create efficiencies when sorting applicants and facilitate an effective screening process. Notwithstanding, the artificial intelligence software does not engage in autonomous candidate rejection and requires human intervention in screening relevant applications. If you are unable to apply for a position online, or require any further accommodation during our recruitment process, please contact: AODA.RBH@rbhinc.ca. FOLLOW US ON SOCIAL MEDIA: RBH LinkedIn: https://www.linkedin.com/company/rothmans-benson-hedges-inc/ Facebook: https://www.facebook.com/RothmansBensonHedges/ Twitter: https://twitter.com/RBHinc RBH website: https://www.rbhinc.ca/ #RBH