Administrative Assistant

Role Description

Are you someone who’s always on top of things, pays attention to details, and knows their way around administrative work? If that sounds like you, we’d love to have you join our Kal Tire Team as an Administrative Assistant. In this role, you’ll play a crucial role in making our organization run smoothly by helping our Regional Directors with tasks like scheduling, providing top-notch customer service, managing relationships, and handling day-to-day administrative duties. You’ll have the flexibility to work from home or hybrid, with full-time weekday hours. You’ll collaborate with Senior Leaders across multiple time zones with a focus on CST, MST, & PST, assisting with creating presentations, organizing travel, general Outlook calendar management, and other tasks, while maintaining a high standard of professionalism with all internal and external customers, working with discretion within a highly confidential environment.

Kal Tire is a leader in the tire industry with a strong commitment to sustainability, including tire recycling and retread operations. As part of our Team, you will have the opportunity to collaborate with various departments, contributing to the seamless flow of operations and streamlined administrative procedures throughout our organization.

Job Responsibilities

• Provide support by attending the appropriate meetings, creating meeting agendas, handling the preparation of minutes and establishment of deadlines for action and ensure work is completed according to deadlines to ensure strategic objectives are being met.
• Effectively manages the Regional Director’s calendars, schedules, mail/emails, and other day to day responsibilities.
• Coordinate all travel arrangements for the Regional Directors as well as suppliers and customers as necessary.
• Work with the travel department to book flights, accommodation, etc. for business purposes, maintain details in schedules and create travel itineraries.
• Prepare and code invoices.
• Prepare and process expense reports for the Regional Directors. Check coding on Zone Manager’s expenses and Retail Admin expenses.
• Organize and coordinate off-site functions such as Christmas parties, trade shows and various meetings. Coordinate speaker requirements, meeting agendas, meeting room requirements, hotel reservations and travel, meal and catering requirements, entertainment & activities. Negotiates contracts with vendors.
• Prepare PowerPoint presentations as required.
• Other administrative duties as required.

Job Requirements

• Work independently in a fast-paced environment.
• A minimum of 2 years’ experience in an administrative position.
• Demonstrated experience with Microsoft Word, Excel, Power Point, Publisher, MS Outlook O365, & One Note.
• Demonstrated experience booking and coordinating travel.
• Maintains a high standard of ethics and confidentiality; proven ability to handle sensitive information.
• Flexibility to thrive in a fast-paced and ever-changing environment.
• High attention to detail.

Why Choose Kal Tire

• Full-time position with a balanced workweek.
• Competitive wages and opportunities for career advancement.
• Comprehensive medical, dental, and vision benefits, prioritizing your well-being.
• Access to our Employee Assistance Program for personal and professional support.
• Engage in our defined contribution pension plan, along with a group RRSP/DPSP matching program.
• Enjoy discounts on tires and mechanical services.

Our Inclusive Culture

At Kal Tire, we’re dedicated to creating a workplace where everyone feels valued, included, and empowered to succeed. We believe in the strength of diverse perspectives and skills. We encourage applications from candidates of all backgrounds, identities, and experiences. Top of Form

Hiring Process

Upon shortlist, you will be contacted by a member of our recruiting team and invited to a telephone interview, successful candidates will then have the opportunity to meet and interview with members of our leadership team over MS Teams and/or in person.

Additionally, as part of our standard hiring process, prospective Team Members at the Job Offer stage will be requested to undergo a Canadian Criminal Record Check.