CDS Administrative Assistant

Administrative Assistant

Have you ever been to Costco and received a free sample? If so, it's likely come from one of our employees. For more than 35 years, Club Demonstration Services (CDS) has helped Costco members make shopping decisions and shaped the identity that Costco is perhaps best known for its awesome free samples.

As the in-house product sampling company for Costco Wholesale, CDS has friendly, professional and talented employees who provide high quality product demonstrations and marketing services to Costco Wholesale and its vendors.

Under direct supervision, the Administrative Assistant is responsible for providing effective administrative and secretarial support for the Country Manager and assigned departments. The Administrative Assistant is responsible for handling day-to-day tasks and activities as assigned.  

Key Responsibilities:

• Manage in a timely manner the distribution of emails, invoices, expenses etc. and overall office and calendar management
• Acts as a key liaison between Canadian leaders in operations and sales teams to ensure concise and consistent communication is provided. Supports team in efforts to manage, document, and deliver all aspects of projects.
• Collaborates with and supports the efforts of cross-functional partners while maintaining strong partnership with global teams to ensure overall satisfaction.
• Typing, filing, and financial record-keeping
• Weekly Excel Reporting and Analysis
• Support with Internal & External PowerPoint presentations
• Scheduling and coordinating meetings and conferences
• Support with Team Building & Engagement calendars and communication
• Ownership of monthly, quarterly, and annual Team Event organization
• Procuring office supplies, coordinating office mail
• Answers non-routine correspondence and assembles highly confidential and sensitive information
• Provide effective customer service for all internal and external customers by communicating effectively both oral and in writing
• Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization

Position Requirements:

• Ideally possesses two (2) years related experience as an Administrative or Executive Assistant Support
• Previous experience with executive level reporting, calendar management and travel arrangements
• Communications and Customer service experience are assets
• Strong is required to plan, prioritize and organize diversified workload
• Exposure to a networked environment using a Windows and/or Windows like Interface
• Advance use of Microsoft Office Suite (Outlook, Word, Excel, Power Point and

• Access)

• High School diploma, Office Administration certificate or diploma a plus
• Fluent in French (verbal and written), an asset

​​​​Club Demonstration Services welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Advantage Sales and Marketing LLC dba Advantage Solutions is one of North America’s leading sales and marketing agencies specializing in outsourced sales, merchandising, category management and marketing services to manufacturers, suppliers and producers of food products and consumer packaged goods. Advantage Solutions services a variety of trade channels including grocery, mass merchandise, specialty, convenience, drug, dollar, club, hardware, consumer electronics and home centers. We bridge the gap between manufacturers and retailers, providing consumers access to the best products available in the marketplace today.

Position Summary
The Administrative Assistant (AA) is responsible for providing clerical support for Division Management in a timely, efficient, and professional manner.

Essential Job Duties and Responsibilities

Management Support
• Provides administrative support to Division Managers and/or Business Managers by preparing and editing communications, making travel arrangements, coordinating meetings, disseminating information to staff and clients, and assisting in creating presentations.

Office Duties
• Provides office coverage by assisting in administrative duties such as replenishing supplies, mailroom and phone coverage.
• Maintains a friendly and professional environment by greeting and assisting visiting colleagues, vendors, clients and customers.

Presentation Development
• Assists with developing presentations by assimilating and compiling specific and necessary data.

Project Management
• Ensures special projects are completed in a timely manner by performing and coordinating appropriate tasks.

Meeting Arrangements
• Organizes group meetings by participating in scheduling dates, notifying participants, preparing agendas and arranging refreshments.
• Ensures complete record of meetings by acting as recording assistant.

Information Gathering and Reporting
• Compiles information by reviewing and disseminating incoming mail, prioritizing and categorizing documents for signature, and maintaining confidential files for document retrieval.
• Assists with documentation of internal policies and procedures, newsletters, training materials, and other communications.
• Maintains customer confidence and protect operations by keeping proprietary information confidential.
• Facilitates information flow by serving as liaison between Division Manager, Business Manager, and others. 

Supervisory Responsibilities
Direct Reports
- This position does not have supervisory responsibilities for direct reports

Indirect Reports
- This position does not have guidance or mentoring responsibilities for indirect reports

Travel and/or Driving Requirements
- Travel and Driving are not essential duties or functions of this job

Minimum Qualifications The following are the minimum job-related qualifications which an individual needs in order to successfully perform the essential duties and responsibilities of the job

Education Level: (Required): High School Diploma or GED Or equivalent experience
(Preferred): Associate's Degree Or equivalent experience

Field of Study/Area of Experience: Office Administration
5+ Years of experience in working as an Executive Administrative Assistant or related experience supporting “C” level executives.
Must be fluent in French and English (verbal and written)

Skills, Knowledge and Abilities
Excellent Written & Verbal Communication Skills
Ability to Work Independently & Prioritize with minimal supervision, in order to Meet Deadlines
Basic Computer Skills, including Microsoft Word, PowerPoint, Excel, Access, Outlook, & web browsers
Strong Priortizing Skills
Decision Making Skills
Ability to Gather Data, Compile Information, & Prepare Reports

Environmental & Physical Requirements
Office / Sedentary Requirements
Incumbent must be able to perform the essential functions of the job.

Additional Information Regarding ASM Job Duties and Job Descriptions

The Company is committed to providing equal opportunity in all employment practices without regard to race, nation or ethnic origin, colour, religion, age, sex (including pregnancy and childbearing), sexual orientation, marital status, family status, physical or mental disability or pardoned criminal convictions, or any other category protected by law.

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. The Company reserves the right at any time with or without notice to alter or change job responsibilities, reassign or transfer job position or assign additional job responsibilities. The Company shall provide reasonable accommodations of known disabilities to enable a qualified applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by the law.

Employee understands that neither the provision of the Job Description nor any representation in this document creates a guarantee or contract of employment for any specified period of time or changes the nature of Employee’s employment, which can only be modified in a writing signed by the CEO.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of associates so classified.    

The Company is committed to providing equal opportunity in all employment practices without regard to age, race, color, national origin, sex, sexual orientation, religion, physical or mental disability, or any other category protected by law.  As part of this commitment, the Company shall provide reasonable accommodations of known disabilities to enable an applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by the law.

The Company welcomes and encourages applications from people with disabilities.  The Company will provide reasonable accommodations, accessible formats and communication supports upon request to persons with disabilities who take part in all aspects of the recruitment and selection process.  If you require accommodation in connection with the application process, please contact: Recruiter, Talent Acquisition, for external applicants, or, a Supervisor for internal applicants