Postelsia, a division of Where Food Comes From, Inc., is a seafood consulting company located in Victoria, British Columbia. Postelsia is a leader in place-based multi-dimensional sustainability initiatives for the global seafood industry striving to drive transformative change across global seafood supply chains through equitable, inclusive, and sustainable improvement programs. Postelsia partners with producers, sellers, buyers, technologists, public agencies, and NGOs to deliver innovative market solutions that are backed by science and based on cultural understanding.
The Administrative Assistant is responsible for daily customer management responsibilities of Postelsia’s corporate clientele and provides project assistance internally and externally. As an associate with Postelsia, you will be responsible for managing audit coordination, responding to multiple buyer and stakeholder inquiries on a range of topics, all while maintaining a high level of customer satisfaction. Postelsia is seeking an organized professional who values productivity, customer engagement, and hard work.
Roles and Responsibilities:
Provide full administrative support including overseeing emails and internal correspondence across multiple platforms and user accounts
Keep track of important company documents and share company documents with clients when requested
Provide extensive calendar management by organizing executives’ calendars, including adding events and scheduling/rescheduling appointments
Help ensure requests are responded to in a timely manner, using best judgment to assist and make decisions without supervision when applicable
Keep important information and company documents organized electronically while maintaining a high level of confidentiality and discretion
Ensure timely expense reporting within compliance by organizing receipts and relay information to the WFCF Corporate Accounts Payable Team
Manage and edit consultant contracts and share with the WFCF Accounting Manager
Coordinate travel arrangements (both domestic and international), manage itineraries, book flights, hotels, ground transportation and restaurants reservations and adjust schedules as needed, including nights and weekends
Catalog and organize supplier related emails into an AirTable database
Assist other team members with tasks relating to all Postelsia's various projects
Conduct research and create reports/overviews of different company information and relating to various topics by building PowerPoint, Excel and Word documents
Other duties as assigned
Required Skills & Experience:
2+ years of administrative assistant experience
Exceptional communication skills and heightened attention to detail
Strong sense of urgency towards customer service and task management while working in a high paced environment under pressure
1+ years’ experience working directly with clients and stakeholders
Ability to think critically and ahead
Self-motivated with a desire for continuous learning
Ability to multi-task and manage priorities effectively and efficiently with completing deadlines.
Must have a positive, solution-oriented attitude and be a team player
Excellent knowledge of Microsoft Office Applications with word processing and spreadsheets knowledge (e.g., Word, Excel, PowerPoint, Outlook)
Additional Preferred Qualifications:
Practical field experience in production, science, and or management, preferably seafood
International experience and bilingual
Sustainability and project management
Service and consulting industry experience
Food safety and quality standards
Victoria, BC (Canada) office
Additionally, due to the nature of the information handled within this position, complete confidentiality and refrain from conflict of interest is demanded, and failure to adhere to these requirements is a terminable offense. We are a company that encourages self-starters and we reward highly motivated employees. There is opportunity for growth within this position for the individual who consistently excels in their performance.
Equal Employment Opportunity:
Where Food Comes From, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
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