Administrative Assistant

Job Title: Administrative Assistant

Location: London, Ontario

About Us:

Welcome to Lactalis Canada – where we take pride in being recognized as one of Forbes’ 2022 top employers!. Our journey revolves around enhancing the lives of Canadians through a rich variety of dairy delights, including some of Canadian’s favourite dairy brands such as Black Diamond Cheese, Lactantia Milk, Astro Yogourt, Balderson Cheese, and Cheestrings. In fact, we’re proud to say our products grace the shelves of an incredible 94% of Canadian households!

With a 140-year legacy driven by innovation and unwavering quality, we’re seeking like-minded individuals to join us in shaping our next chapter.

About the opportunity:

The incumbent works under limited supervision, primarily supporting an SVP level executive in support of R&D North America, with day-to-day office activities including calendar management, organizing/proofing/formatting information for use in meetings, handling confidential business information and making travel arrangements.

The incumbent leads administration duties in support of R&D London to ensure site operational deliverables including Health & Safety.

The attributes we are looking for:

• North America including but not limited to budget mgmt., venue procurement, catering (including tasting selection), transportation, accommodations, collection and distribution of communication materials (including minutes).
• Assist in reviewing and editing highly confidential documents and presentations for distribution. Administrative management of team documentation requirements including but not limited to Formulation Management, SR&ED Documentation Support. Administrative management and tracking of LAN R&D contracts /subscription including NDA and MTA
• Manage, consolidate and report to the Leadership Team the R&D North America monthly budget and Capex/IO progress and proactively initiate corrective actions
• Identify and select vendors to obtain the best rates in conjunction with the corporate purchasing policy.
• Prepare and submit all expenses on behalf of the SVP and upon request, approve expenses for the direct reports in their absence.
• Support HR related activities including employee engagement initiatives, training plans and quarterly reporting of progress.
• Provide administrative assistance to any Lactalis team member outside of those listed above, from France or elsewhere, as required.
• Provide administrative support to R&D members to IT-related projects such as development of R&D Systems (Time Management, LIMS, Formulations, Sharepoint) and management of access controls.
• Health & Safety & HR :
• Track annual EHS compliance to achieve identified playbook score
• Organize Monthly Meetings and document minutes
• Ensure annual site corporate communication
• Schedule annual preventative and/or H&S related training (eg.
  
  TSSA/ First Aid/Fire Prevention etc.)
• Lead orientation for new employees/students and overall site documentation
• Procurement and Contracts:
• Manage with procurement contract renewals in support of the site including but not limited to waste removal, cleaning, grounds (summer / winter), and preventative maintenance contracts to meet site Provincial / Federal law.
• Manage all vendors and invoicing using Lactalis including but not limited to SAP, Ebydos, and PO issuance.
• Inventory, Office Management including Shipping & Receiving:
• Management of procurement of office supplies and lead management of the IT equipment hardware in support of site operations (Printers, security)
• Ensure product & chemical secure receiving at loading dock

What you will bring:

• Post-secondary degree or diploma
• Minimum five (5) years’ experience in a similar role.
• Strong communication skills. Fluency in French is an asset.
• Ability to be handle confidential and sensitive information.
• Proficiency with MS Office software is essential, SAP knowledge an asset and ability to demonstrate capacity to learn new IT systems with ease.
• Independently identifying, planning and executing on objectives is required.
• Strong analytical, problem solving and decision-making skills
• Excellent verbal and written communication skills with a high level of accuracy and attention to detail
• Ability to work independently while supporting a collaborative team environment
• Travel to R&D Sites specifically Head Office a requirement.

What Lactalis will offer:

Lactalis Canada believes in rewarding its people with the following comprehensive benefits package and perks:

• A Competitive Base Salary
• A Performance-Based Bonus System
• 4 Weeks of Vacation
• Benefits starting day 1
• A Pension Program with an Employer Match at 100% of up to 6%
• Tuition reimbursement plan of up to $3,000/year
• A Volunteer Day to give back to your community
• Learning and Development opportunities
• A commitment to internal career advancement with potential for international mobility

Our ESG commitment:

Our ESG (Environmental, Social, and Governance) roadmap drives our sustainability mission. We aim to positively impact communities and the planet by enabling stakeholders including our people, consumers, customers, suppliers, dairy farmers, government, and industry partners to have a positive impact on the wellbeing of our communities and the planet through all that we do.

At Lactalis Canada, we value our employees as catalysts for positive change.

Together, we will create a sustainable future, promote belonging, and make a lasting impact on the world.

Our commitment to DEI:

Fuel Our Culture with Your Uniqueness!. Lactalis thrives on the value each person brings. We’re dedicated to amplifying diverse voices, inviting personal and professional growth, and embracing everyone’s true selves.

We’re committed to crafting an environment that genuinely welcomes all, reflecting the richness of our people and communities.

Our promise extends to accessible processes and spaces. If you require accommodation due to a disability (which may be visible or invisible, temporary, or permanent), please inform our Talent Acquisition team – confidentiality will be maintained.

Note: Lactalis Canada does not conduct credit or background checks through LinkedIn. If required, we’ll contact you after signing a Job Offer.