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Administrative Assistant At Bayer

Location: Calgary, Alberta

Job Description

Your tasks and responsibilities

The primary responsibilities of this role, Administrative Assistant, are to:


The Administrative Assistant - InterAg is responsible for providing excellent office administrative and clerical support to the Director of Interag, the Interag Marketing Manager, as well as any and all required administrative assistance as required by the Interag Key Account Managers. This position is based in Calgary, AB.


The Administrative Assistant is accountable to their respective cost center Manager for maintaining all administrative functions for their assigned departments by assisting with business development and marketing projects which includes planning and organizing both internal and external events/meetings/travel and scheduling logistics. Presentation preparation, requisitioning, Business Development and Opex budget tracking, expense report verification and reconciliation, and other administrative functions assigned by the team.

Financial/Accounting Management

  • Process invoices in a timely manner through electronic control (SAP) and/or process systems as necessary in the daily operations of the company
  • Reconcile, allocate and track charges for prompt payment, maintaining positive relations with suppliers/preferred vendors
  • Process all requisitions (including entering information and receiving goods in SAP)
  • Review and process payment requests
  • Expenses: Verify receipts, ensure proper allocation, process in timely manner prior to managers approval
  • Work with Manager to track expenses (in Data One) on a monthly basis to ensure the team is within the budget guidelines of both OPEX and Business Development

Meetings & Event Planning

  • Organize and coordinate special events, meetings, conferences, tours, training, and customer events/trips for the InterAg Team
  • Deal directly with customers being polite, accommodating and flexible
  • Assist business development and marketing projects by organizing room rentals, catering, venue reservations, equipment rentals and manage RSVP process including invitations and tracking responses
  • Arrange corporate travel and meetings by developing itineraries and agendas, scheduling air travel, booking other transportation, arranging lodging, meeting accommodations and recording minutes

Communication & Team Dynamics

  • Establish and maintain professional, effective and efficient communications within the team
  • Must be a team player that possesses a positive attitude/personality
  • Strong communication, problem solving and customer service skills required for both internal and external customer relations
  • Ability to independently respond to correspondence that may require detailed analysis or information and/or collecting data from other departments/areas

Administrative/Office Management

  • Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem solving, and making adjustments to plans
  • Manage day to day office duties which include, but are not limited to, answering calls, emails and other correspondence, manage office and promo inventory
  • Familiar with Customer Records Management including updating the info in the various sales tools
  • Responsible for assisting all facets of the On-boarding and Off-boarding of InterAg employees
    Policies & Procedure Management
  • Fluent in corporate policies & procedures that affect the day to day smooth operation of the Sales Team
  • Complete, submit, monitor and follow-up approval processes/forms for all procedures

    Who are you

Who you are

  • Minimum Grade 12 high school diploma and 5 years related administrative experience
    OR
  • 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 with ability and desire to learn internal programs (Curve, Yours Doc, Fox) and any other programs used by InterAg throughout the season. Knowledge of these programs need to be at a level to facilitate an efficient workflow of the department and all of its procedures
  • Experience in operating systems such as SAP, CRM and Concur would be an asset.
  • Proficient interpersonal and communications skills
  • Individual must have meticulous attention to detail
  • Ability to prioritize multiple tasks to meet deadlines
  • Strong organization skills & ability to problem solve
  • Must be a team player with excellent customer service skills

Your Application

Bayer welcomes and encourages applications from people with disabilities. Candidates participating in our selection process requiring accommodation due to a disability or medical need are encouraged to notify the Bayer representative that they will be meeting with to ensure appropriate arrangements can be made.

Country: Canada
Location: Calgary
Functional Area:
Entry Level: