Verified Job
Clerical - Administrative
Executive Office Assistant
Clerical - Administrative
#21921
Remote / WFH
Bayer
Job Description
Executive Office Assistant
We are seeking a highly organized and proactive individual to support the Canada Division Head in managing their calendar, events, and travel while prioritizing daily office operations. The role involves handling correspondence, managing office supplies, liaising with vendors, and coordinating IT issues. Additionally, the candidate will collaborate with site leadership on office requirements, work closely with Accounts Payables to process requisitions and invoices, and manage reporting dashboards. Responsibilities also include orchestrating purchase orders, service entries, and capital project submissions within global systems, as well as organizing special events and travel logistics. The ideal candidate will facilitate the onboarding and offboarding processes for employees, maintain site security systems, and actively contribute to fostering a positive work culture, ensuring all activities comply with Bayer's safety and sustainability policies.
Bayer is committed to a flexible hybrid working environment. This is a permanent position based out of the Mississauga, Ontario office.
What you will do:
• Organizes Canada Division Head’s calendar, events + travel along with general prioritization
• Day to day office duties such as responding to emails and other correspondence, shipping & receiving of packages, manage office inventory and stocking of supplies, site vendor relations, and coordinate IT related issues
• Coordinate with the building site lead on all office related requirements of the office, and common areas
• Liaison with Accounts Payables in coordination with accounting, finance, AP and vendors. Process requisitions and invoices in a timely manner through electronic control (SAP) and/or process systems as necessary in the daily operations of the company
• Manage weekly and monthly reporting dashboards
• Works within the company’s global systems and PO Management teams to orchestrate purchase orders, service entries, contracts and submission of capital projects
• Organize and coordinate special events, meetings, conferences, tours, training, and customer events/trips, including RSVP process and tracking responses
• Organize travel and event logistics by developing itineraries and agendas, scheduling air travel, booking other transportation, and arranging lodging, catering, venue reservations, and equipment rentals
• On-boarding and Off-boarding of fulltime and contract employees process, as outlined in the HR, IT and Fleet procedures
• Coordinate with global security in maintaining the site’s security systems, including access cards, audits, inspections and maintenance activities
• Demonstrated actively promoting a positive work culture at the office
• Ensure all activities/events are conducted in a safe and environmentally responsible manner, in accordance with Bayer Safety, compliance and Sustainability Policies.
Who you are:
• Minimum Grade 12 high school diploma and 5 years related administrative experience; or a minimum 1 year certificate in office administration or related discipline and 3 years related administrative experience; or minimum 2 year diploma in office admin or related discipline and 1 year related experience
• Advanced computer knowledge and proficiency including Word, Excel, PowerPoint, Outlook, SharePoint, and OneNote. Knowledge of these programs need to be at a level to facilitate an efficient workflow
• Proficient interpersonal and communications skills
• Detailed oriented with meticulous attention to detail
What we offer:
• Competitive compensation and rewards package
• Collaborative, diverse and inclusive culture
• Career development and global opportunities
• Work-life flexibility programs such as flex hours, employee discounts, volunteer days, wellness, and other employee offerings
We are seeking a highly organized and proactive individual to support the Canada Division Head in managing their calendar, events, and travel while prioritizing daily office operations. The role involves handling correspondence, managing office supplies, liaising with vendors, and coordinating IT issues. Additionally, the candidate will collaborate with site leadership on office requirements, work closely with Accounts Payables to process requisitions and invoices, and manage reporting dashboards. Responsibilities also include orchestrating purchase orders, service entries, and capital project submissions within global systems, as well as organizing special events and travel logistics. The ideal candidate will facilitate the onboarding and offboarding processes for employees, maintain site security systems, and actively contribute to fostering a positive work culture, ensuring all activities comply with Bayer's safety and sustainability policies.
Bayer is committed to a flexible hybrid working environment. This is a permanent position based out of the Mississauga, Ontario office.
What you will do:
• Organizes Canada Division Head’s calendar, events + travel along with general prioritization
• Day to day office duties such as responding to emails and other correspondence, shipping & receiving of packages, manage office inventory and stocking of supplies, site vendor relations, and coordinate IT related issues
• Coordinate with the building site lead on all office related requirements of the office, and common areas
• Liaison with Accounts Payables in coordination with accounting, finance, AP and vendors. Process requisitions and invoices in a timely manner through electronic control (SAP) and/or process systems as necessary in the daily operations of the company
• Manage weekly and monthly reporting dashboards
• Works within the company’s global systems and PO Management teams to orchestrate purchase orders, service entries, contracts and submission of capital projects
• Organize and coordinate special events, meetings, conferences, tours, training, and customer events/trips, including RSVP process and tracking responses
• Organize travel and event logistics by developing itineraries and agendas, scheduling air travel, booking other transportation, and arranging lodging, catering, venue reservations, and equipment rentals
• On-boarding and Off-boarding of fulltime and contract employees process, as outlined in the HR, IT and Fleet procedures
• Coordinate with global security in maintaining the site’s security systems, including access cards, audits, inspections and maintenance activities
• Demonstrated actively promoting a positive work culture at the office
• Ensure all activities/events are conducted in a safe and environmentally responsible manner, in accordance with Bayer Safety, compliance and Sustainability Policies.
Who you are:
• Minimum Grade 12 high school diploma and 5 years related administrative experience; or a minimum 1 year certificate in office administration or related discipline and 3 years related administrative experience; or minimum 2 year diploma in office admin or related discipline and 1 year related experience
• Advanced computer knowledge and proficiency including Word, Excel, PowerPoint, Outlook, SharePoint, and OneNote. Knowledge of these programs need to be at a level to facilitate an efficient workflow
• Proficient interpersonal and communications skills
• Detailed oriented with meticulous attention to detail
What we offer:
• Competitive compensation and rewards package
• Collaborative, diverse and inclusive culture
• Career development and global opportunities
• Work-life flexibility programs such as flex hours, employee discounts, volunteer days, wellness, and other employee offerings
