Virtual Assistant jobs

Job Brief

The Administrative Assistant & Michelin Coordinator provides confidential administrative support to the Vice President and Atlantic Region while serving as the primary liaison between Graybar Canada and Michelin's purchasing organization.

Graybar Canada is looking for people with a desire to start a long-lasting career at one of the oldest and largest wholesale electrical distributors in Canada.

Graybar Canada is a leader in the distribution of high quality electrical, automation, and telecommunications products that supports these operations through related supply chain management and logistics services. Graybar Canada operates more than 35 branches across Canada. As one of Canada's largest employee-owned companies, Graybar Canada has the power and stability of a big corporation and the integrity and drive of a neighborhood business.

Graybar Canada has an exciting career opportunity available. We are currently seeking an Administrative Assistant to join our Atlantic Regional Office in Dartmouth, NS.

Graybar Canada offers a competitive compensation and benefits package including:

• No Evening or Weekend Shifts
• TELUS Health Virtual Care
• Cost shared Health and Dental Benefits
• Life & AD&D Insurance
• Employee Profit Sharing Program
• Long Term Disability Benefits
• Group RRSP Matching
• Corporate Fitness Membership Program
• Employee Share Purchase Program
• Computer Purchase Plan
• Tuition Reimbursement Program
• Service Awards Program

Summary

The Administrative Assistant provides confidential administrative support to the Vice President and Atlantic Region while serving as the primary liaison between Graybar Canada and Michelin's purchasing organization. The role coordinates executive and regional activities, manages communications and reporting, supports branch sales teams, and oversees day-to-day Michelin account operations, including pricing, order, and invoicing support. This position requires strong organizational skills, discretion, sound judgment, and the ability to manage multiple priorities while delivering exceptional customer and administrative support.

Responsibilities

Administrative Duties

• Serve as the primary point of contact for the Vice President’s office, responding to inquiries from internal and external stakeholders with professionalism and discretion. Provide senior level, confidential administrative support to the Vice President and, as required, the Atlantic Regional team.
• Proactively coordinate with Regional team members to support effective communication, information flow, and operational efficiency.
• Manage and coordinate the Vice President’s calendar, meetings, and appointments, including prioritization and scheduling across competing demands.
• Coordinate the preparation, review, and distribution of regional correspondence in collaboration with communications and leadership teams.
• Support the coordination and preparation of regional RFP’s, contract documentation, and other business or legal materials, as required.
• Gather regional data and metrics, and prepare reports, briefing materials, and presentations for leadership and executive review.
• Conduct research; prepare agendas, materials, and records of decision/minutes for committees and working groups.
• Participate as a contributing member on committees, and working groups, as assigned.
• Support relationship management with the community partners, stakeholders, and external organizations.
• Coordinate planning and logistics for regional meetings, events, and initiatives.
• Track, reconcile, and submit the Vice Presidents expenses, in a timely and accurate manner.
• Ensure timelines and deliverables for Board and Executive meetings are met, including coordination or required materials.
• Arrange regional travel and accommodations in accordance with organizational standards.
• Support onboarding activities for new members of the regional team

Michelin Account Coordination

• Act as the main point of contact for Michelin Purchasing on all day-to-day transactions and account-related activities.
• Maintain Michelin pricing files, ensuring customer pricing is accurate, current, and updated in a timely manner.
• Expedite customer orders through Michelin’s iPortal system and proactively monitor order status to ensure on-time delivery.
• Review invoices placed on hold, work directly with Michelin to identify discrepancies, and coordinate corrective actions to resolve billing issues.
• Provide leadership and support to Graybar branch inside sales teams by ensuing they have the information, pricing, and account guidance necessary to successfully support Michelin’s business.
• Foster strong working relationships with Michelin personnel and internal stakeholders to ensure a high level of customer service and operational excellence.

Requirements

• Minimum +5 years' experience in a senior administrative assistant role or similar or equivalent, preferably supporting executive-level leadership
• Office Administration certificate or equivalent; post-secondary education in administration, business, or a related field is an asset.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint) and other office technologies.
• Basic knowledge of accounting systems, budgets, and internal controls; able to track and reconcile expenses accurately.
• Experience preparing moderate to complex reports, presentations, and executive documentation.
• Strong analytical thinking, planning, prioritization, and problem-solving skills
• Highly organized, detail-oriented, and able to manage multiple priorities and deadlines effectively.
• Demonstrates sound judgement, discretion, and confidentiality in handling sensitive information.
• Proactive communicator with excellent verbal and written communication skills; able to interact professional with executives, colleagues, and external stakeholders.
• Proven ability to build and maintain collaborative relationships across departments, regions, and external partners.
• Strong work ethic, positive attitude, and team-oriented approach.
• Flexible, adaptable, and able to thrive in a dynamic, multi-regional environment.

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The above is a brief outline of position responsibilities and does not intend to be all inclusive of the current or future duties, responsibilities, or reporting relationships. If you are highly motivated and have a passion for customer service, and are looking for a fund, rewarding career, we would be pleased to talk to you about joining Graybar Canada.

Graybar Canada is an equal opportunity employer that encourages interested candidates to apply.

We wish to thank all applicants for their interest but advise that only those selected for an interview will be contacted.