Administrative Assistant

Location Address:

100 Queens Quay East, 9th Floor, Toronto

Number of Openings:

1

Pay:

$44,812.00 - $70,892.00

Job Posting Description:

This is an onsite role #LI-Onsite

Administrative Assistant – Wholesale Services (full time permanent)

Are you passionate about anticipating the needs of our team and preparing them for success? Reporting to the Vice President, Wholesale Services, you will provide confidential administrative support in a dynamic and fast-paced environment. You will be responsible for providing timely and efficient administrative support to the Vice President, Wholesale Services and Directors within the Wholesale Services Department.

If you possess superior communication, organization and analytical skills, then this is the role for you!

About the Role

Administrative Support:

• Perform essential administrative support to the Vice President, including posting information to the Wholesale website and compiling information
• Set up and maintain a filing system including confidential correspondence, reports, etc.
• Maintain, bring forward and status update system on departmental issues, electronic filing system for documentation, requisitioning office supplies, equipment and services.
• Ensure accuracy of invoices and processing payments and perform other duties to ensure effective divisional support.

Word Processing:

• Provide confidential word processing support to the Vice President, and to departmental staff by using various word processing programs/software to draft, type, proof-read (for spelling, grammar and tone).
• Format a variety of confidential letters, reports and correspondence from detailed copy, notes, dictation or verbal instructions, as required by the Vice President.

Scheduling Appointments:

• Schedule appointments for the Vice President and Directors with various internal and external stakeholders including a wide variety of wholesale customers.
• Open all incoming mail; peruses and assesses mail for distribution; prioritizes mail for Vice President distributes other mail requiring a response.
• Maintain a bring forward system to ensure reply/response by deadlines.

Management Meetings:

• Organize and coordinate various management meetings determining attendees and creating invitation lists.
• Arrange accommodation, meals, presentation materials as required.
• Draft and distribute all communications (agenda, memos, e-mails, maps, menus, etc.) and carry out follow-ups
• Attends the meetings to record minutes, transcribes minutes into an appropriate format and distributes to attendees.

Budgeting:

• Prepare budget copy, monitors budget for variances and processes divisional budget and related expenses.
• Monitor all budgets for Wholesale Services to ensure compliance

Travel:

• Co-ordinate travel arrangements for Vice President and departmental management by liaising with appropriate LCBO staff and various travel agents to finalize travel reservations
• Organize travel expense submissions by preparing the necessary documentation, including receipts and proper explanations.

Departmental Contact:

• Act as a departmental contact for external parties including a wide variety of wholesale customers and LCBO internal divisions on various matters such as rollouts of software/software upgrades.

Security:

• Co-ordinate security and access for new employees joining Wholesale Services, along with updating appropriate distribution lists for new hires and retirements.
• Ensure the maintenance of Wholesale Services team attendance, vacation schedules, etc.

Office Administration Procedures:

• Establishes, implements, monitors, modifies and maintains office administration procedures and activities
• Performs other duties and participates in Special Projects/Committees as required.
• Position is performed with appropriate awareness of LCBO policies and procedures.

About You

• High level of administrative and secretarial skills usually acquired through experience in a related administrative position and working in a highly confidential and politically sensitive environment required.
• Knowledge of and ability to use a personal computer with word processing, spreadsheet, database, e-mail, calendar and project management software is required.
• Excellent interpersonal and communication skills with the ability to communicate effectively at all levels of the organization including senior level and external stakeholders, including a wide variety of wholesale customers, are required.
• Proven understanding of budget reports and preparation with a basic knowledge of financial and legal concepts.
• Proven organizational and detail-oriented skills are a must.
• Strong organizational skills are necessary to effectively organize and coordinate such things as planning departmental town hall meetings and tracking progress on various projects.

We offer a comprehensive suite of benefits including:

• Health/Dental Benefits

• Access to an Employee & Family Assistance Program
• a Defined Benefit Pension
• Discounts on products and services via Workperks.

There is a world of opportunities at the LCBO…

Join an organization where you can be challenged while achieving your true potential. A place where you can make a positive impact supporting Ontario business and communities. Discover a safe, healthy, diverse, inclusive, and accountable workplace where your wellbeing is our top priority. At the LCBO, your contributions are respected and valued.  Be part of our journey as we invest in people and technology to transform an organization. There really is a world of opportunities at the LCBO.

We foster a culture of inclusion and belonging, so everyone feels valued, respected, and heard. The LCBO is an equal opportunity employer and committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility of Ontarians with Disabilities Act. If contacted for an interview or employment opportunity, please advise if you require an accommodation.

Please submit your resume via Workday by 11:59pm on the deadline date.  We appreciate your interest and advise that only those selected for an interview will be contacted.

The LCBO collects and uses the personal information you provide under the authority of the Liquor Control Board of Ontario Act, 2019, SO 2019, c 15, Sch 21, Section 3 and in compliance with the Freedom of Information and Protection of Privacy Act for the sole purpose of processing your job application.  When you click “Apply with LinkedIn” you are agreeing to share your information with our service providers engaged by us in connection with recruitment and human resources related activities.

If you have any questions concerning the LCBO’s collection and use of personal information, please contact the Freedom of Information and Privacy Office.

   

Work Hours:

36.25

Union / Non-Union:

Non-Union

Job Posting End Date:

March 23, 2026

The LCBO is an equal opportunity employer and committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.