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Shift: Monday – Friday 5pm – 2am (Afternoon Shift)

The Administrative Supervisor is responsible for overseeing a team of Administrative Coordinators, setting performance objectives, evaluating performances, training and hiring as required. This position is a “hands on” position working on various functions as assigned by the Admin. Manager.  In addition, also may have to cover for absences within the Team.

How You’ll Help

• Assesses and monitors workload on a daily basis, ensuring coverage is available at all times to maintain. 
• Areas include, P&D Check-In / CICO, managing of linehaul departures as it relates to the administrative side of closing linehaul manifests and statting trailers properly in TruckMate to ensure timely departures from the terminal.     
• Elevated communications to divers/brokers, internal and external Customer Service and liasing with the Dock Operations Team to ensure all facets covered to successfully run the Billing shift.
• Arranges coverage for vacations and other absences to ensure day-to-day deadlines are met. 
• Works with and maintains departmental KPI’s as they pertain to Company goals set out and provides feedback to employees consistently.  This includes, maintaining staff daily KPI logs to ensure complete by end of week to monitor phone queue reports, refused & undelivered stats, appointment stats, # Sent E-mails, and any additional workload staff may perform daily to add to their day under “other”. 
• Works with and supports the Admin. Team to maintain steady and up-to-date workflow.
• Works on administrative projects as required by the Administration Manager / Terminal and Regional Managers.
• Manage/audit reports such as TruckMate, Salesforce, R&U Report, Fineable Appts., Beyond EDD Reports.
• Other related duties as required by Admin. Manager and/or Reg. Admin. Mgr., Terminal Manager or Reg. Ops Mgr.

Your Skills & Experience: 

• Minimum of secondary education in the office administration field, with preference of post-secondary education (general stream), or a combination of education and experience.
• 3-5 years experience in the administrative field with responsibility of data entry and interpretation of payroll laws, policies and guidelines preferably in the Transportation industry
• 1-3 years of Supervisory / Leadership experience.
• 3-5 years Previous Transportation or operational experience is preferred.  Various roles within transportation and administration is beneficial.
• Strong leadership skills, including the ability to motivate a team in a high pressure, deadline-driving environment.
• Strong communication skills, verbal and written.
• Organized individual with strong/advanced communication and resolution skills. 
• Ability to work deadlines in a high transactional environment. 
• Excellent Computer skills and accuracy, MS products, AS400, web-based payroll programs.
• Meticulous and detailed-oriented.
• Results focused.
• Ability to work in a team environment.
• Ability to champion business needs in a collaborative manner to colleagues

Weekly Hours: 15 to 20 hours per week

Overview

Overview

Overview

We are seeking a highly organized and proactive Office Coordinator to provide administrative support to our Vice President and Executive Team.  This position is an office-based position Monday – Friday.   

A SNAPSHOT OF SOME OF THE EXCITING THINGS YOU WILL DO:

• Manage the overall office environment, ensuring that it is organized, professional and fully functional
• Coordinate:
  • Maple Leaf Agri Farms Lease Vehicle Program
  • Maple Leaf Agri Farms Telecommunication Program
  • Maple Leaf Agri Farms Employee Meat Program
  • The monthly Executive Meetings (including reports, presentations, scheduling)
  • Administer and coordinate the contract producer contracts
  • The Maple Leaf Donation Program
  • The Maple Leaf Agri Farms Swag Program
  • All Maple Leaf Agri Farms social events
  • The location lunches/events (i.e. Town Halls, BBQs)
  • Onsite/offsite meetings for Maple Leaf Agri Farms Team Members
• Assist with scheduling of travel arrangements for Team Members
• Provide support where needed for Travel & Expense
• Provide back-up coverage to main reception (i.e., lunches, breaks, absences)
• Create the monthly newsletter

The intent of this snapshot is to provide a representative summary of the major duties and responsibilities of this job.  The Office Coordinator will perform other related duties assigned.

WHAT YOU WILL BRING:

• Two years of related experience in office administration
• Business Administration Diploma considered an asset
• Must possess strong skills in:
  • • • • Interpersonal
        • Organizational
        • Attention to detail
        • Communication (written and oral)
        • Time management
• Proficiency in office software (Microsoft Office)
• Ability to work under pressure and handle several tasks simultaneously
• Ability to work independently and collaboratively in a fast-paced environment
• Valid class 5 driver’s license

With the retirement of the current Executive Assistant, an exciting opportunity has opened to play a pivotal role in supporting the Senior Vice President of People, and the Senior HR Leadership Team. The Executive Assistant, Human Resources is integral to the success of the HR function, ensuring seamless execution of daily operations, managing priorities, and enhancing efficiency through expert schedule management and discretion in handling sensitive information. Acting as a trusted partner, this role anticipates needs, coordinates priorities, and fosters collaboration, making a meaningful impact on the team’s overall success

Any MLF team member interested in being considered for this role are encouraged to apply online by February 07. Applications received beyond that date are not guaranteed consideration.

Key Responsibilities:

Strategic Support:

• Provide day-to-day executive support to the SVP, HR, and the Senior HR Leadership Team, including attending to operational and strategic needs.
• Act as a trusted partner to the SVP, enabling them to focus on strategic priorities by managing critical tasks and deadlines.
• Prepare and refine high-quality PowerPoint presentations and materials for internal and external audiences, including the Board of Directors and the Senior Leadership Team.

Meeting and Calendar Management:

• Manage a complex calendar by arranging meetings, resolving scheduling conflicts, and proactively planning for upcoming commitments.
• Coordinate meeting logistics, prepare agendas, take minutes, and track follow-up actions to ensure accountability and progress.

Confidentiality and Information Management:

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Manage correspondence by reading, researching, and routing inquiries, drafting communications, and ensuring timely responses.

Operational and Travel Coordination:

• Organize travel arrangements, including flights, accommodations, and detailed itineraries, ensuring seamless logistics for domestic and international trips.
• Liaise with internal and external stakeholders to build and maintain positive, mutually beneficial relationships.

Administrative Excellence:

• Streamline administrative processes to enhance efficiency across the SVP’s office and the HR function.
• Anticipate and address the needs of the SVP and team, ensuring seamless daily operations.

What You’ll Bring:

• Education: Post-secondary education in Business Administration or a related field is preferred.
• Experience:
  • Proven success and experience providing high-level administrative support to senior executives.
  • Previous experience and a desire to work within a fast paced and global enterprise organization
• Technical Skills:
  • Advanced proficiency in Microsoft Office Suite, particularly PowerPoint, Word, and Excel.
  • Strong aptitude for creating impactful, professional presentations.
• Communication Skills: Exceptional written and verbal communication skills, with the ability to convey information concisely and effectively.
• Organizational Excellence: Outstanding organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously.
• Discretion and Integrity: Demonstrated ability to handle sensitive and confidential information with professionalism.
• Collaboration: Strong interpersonal skills with the ability to build relationships across all levels of the organization.
• Problem-Solving: Proactive and resourceful, with the ability to anticipate needs and resolve challenges effectively.
• Values Champion: Commitment to upholding Maple Leaf Foods’ Leadership Edge values in all interactions and responsibilities.

What We Offer at Maple Leaf Foods:

• Being part of a high-performance, people-focused company that has an inspiring and unique vision to become the most sustainable protein company on earth, and a deep commitment to sustainable protein across North America.
• An inclusive company culture and a work environment that keeps our people safe, rewards excellence, and empowers everyone to learn and contribute their best.
• A hybrid work model that embraces remote work for eligible roles, helping team members achieve work-life balance—combining the best of both spending time working remotely, benefitting from focus time, and purposeful collaboration in the office setting. 
• Competitive Health and Wellness benefits that offer flexibility to meet your individual or family needs, including programs focused on improving mental health and wellbeing. These benefits start on your first day of employment.
• Defined Contribution Pension Plan with company matching that starts on your first day of employment.
• Learning and development opportunities, including workshops, ‘speaker series’ events, and resources that allow you to develop your skills and progress your career.
• Comprehensive tuition reimbursement program that supports continuous learning and development of our team members through investment in eligible degrees, diplomas, professional certification, or trades programs.
• Supporting our deep commitment to community impact, we offer up to two paid days annually to volunteer at a cause of your choice.

*Applications received will be used to staff current and on-going requirements for 12 months.

WHAT YOU NEED TO KNOW

• Language Requirement: English oral, reading, writing       
• Police Record Check: The successful candidate will be required to complete a Criminal Records and Judicial Matters Check with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction.; Police record checks completed by a third-party company will not be accepted.  
• You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement.
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted. 

• Prepare documents for customers.

• Submit documents for customers such as personal effects, voluntaries, rejects, Y-50s and others.

• Performs general office duties (e.g., answers telephone, completes data entry, filing, etc.).

• Prepares reports/presentations using Microsoft Word or Excel.

• Prepares and/or coordinates information for internal use and distribution.

• 2+ years of warehouse´s office support experience – Required 

• Intermediate or advanced computer skills: Word, Excel, and Outlook (Microsoft Office)

• Excellent verbal and written communication skills: French 90% / English 10% 

• Level of French needed: proficiency  

• Bachelor's degree or International equivalent – Preferred

• Accurate data entry skills.

• Fast learn and adapt skills to different systems

• Ability to work with minimal supervision

• Strong analytical thinking, problem-solving, basic research, attention to detail, and time management skills

• Ability to work in a fast-paced environment

• 2 weeks of paid vacation after one year of service.

• Vision, health, and dental benefits after 60 days of service.

• Overtime.

• Weekly Pay/ Direct Deposit- Every Friday.

• Immediate access to UPS ‘Employee Discounts’ upon hiring.

• Paid training.

• Pension Plan.

• Free Onsite Parking.

• Opportunity for advancement within a Fortune 50 Company.

• Prepare documents for customers.

• Submit documents for customers such as personal effects, voluntaries, rejects, Y-50s and others.

• Performs general office duties (e.g., answers telephone, completes data entry, filing, etc.).

• Prepares reports/presentations using Microsoft Word or Excel.

• Prepares and/or coordinates information for internal use and distribution.

• 2+ years of warehouse´s office support experience – Required 

• Intermediate or advanced computer skills: Word, Excel, and Outlook (Microsoft Office)

• Excellent verbal and written communication skills: French 90% / English 10% 

• Level of French needed: proficiency  

• Bachelor's degree or International equivalent – Preferred

• Accurate data entry skills.

• Fast learn and adapt skills to different systems

• Ability to work with minimal supervision

• Strong analytical thinking, problem-solving, basic research, attention to detail, and time management skills

• Ability to work in a fast-paced environment

• 2 weeks of paid vacation after one year of service.

• Vision, health, and dental benefits after 60 days of service.

• Overtime.

• Weekly Pay/ Direct Deposit- Every Friday.

• Immediate access to UPS ‘Employee Discounts’ upon hiring.

• Paid training.

• Pension Plan.

• Free Onsite Parking.

• Opportunity for advancement within a Fortune 50 Company.

What is the opportunity?

The Regional Account Support Team specializes in assisting Estate & Trust Services Relationship Managers by providing efficient, accurate and quality client service. Key client service elements include, preparing estate asset summary documents, tax preparation, account distribution and asset administration. The Administrator will assist and support Officers to ensure that the administrative tasks are properly completed. Attention to detail and quality are paramount as well as ensuring key milestones are met. Teamwork, collaboration and developing inter-personal relationships are important skills for success.

What will you do?

• This is a great opportunity to network with RBC partners and other financial institutions as you gather information relating to client holdings in an estate environment.

• Your organization skills and proactivity will successfully support a book of accounts and demonstrate the high level of quality service that our team focuses on. This will include timely written, verbal and electronic communication with other support groups internally and with external contacts.

• As you work towards gathering information about Estate assets you will build an Estate Summary of Assets.

• Asset collection from internal and external sources forms part of your role as well and represents an important part of consolidating the client’s assets in a timely manner.  Your networking skills will be useful here.

• You are a keen trouble shooter and can effectively resolve inquiries on your own and willing to seek out support from your team leader, as required.

• Well versed in our policies and procedures you will ensure that your administration is carried out within company goals and objectives.

• You will actively participate in sharing best practices, innovations and work effectively in a team oriented environment.

What do you need to succeed?

Must Have  

• Post-secondary education or equivalent, Estate & Trust Administration courses preferred

• 3 years’ plus administration experience

• General working knowledge of the Securities and Financial Services Industry

• Excellent written/verbal/electronic communication skills

• Ability to work effectively with others and perceived as a professional business partner with co-workers and external contacts.

• Ability to resolve issues and aspects of administration independently

• Technological literacy, especially with Excel and Word, and experience with Mail Merge

Nice to Have  

• Previous Estate administration experience

• Canadian Securities Course 

What’s in it for you?

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.

• A comprehensive Total Rewards Program including bonuses and flexible benefits, competitive compensation, commissions, and stock where applicable

• Leaders who support your development through coaching and managing opportunities

• Ability to make a difference and lasting impact

• Work in a dynamic, collaborative, progressive, and high-performing team

• Flexible work/life balance options

• Opportunities to take on progressively greater accountabilities  

•  Access to a variety of job opportunities across business and geographies

WMRT

Job Skills

Additional Job Details

RBC CENTRE, 155 WELLINGTON ST W:TORONTO

TORONTO

Canada

37.5

Full time

WEALTH MANAGEMENT

Regular

Salaried

2025-01-28

2025-02-11

Note: Applications will be accepted until 11:59 PM on the day prior to the application deadline date above