United Malt is the fourth largest commercial maltster in the world, delivering high-quality malt to brewers and distillers across the globe.
Our malt is blended into some of your favourite industry-leading beverages and local craft brews.
Our family of brands include Bairds Malting, Barrett Burston Malting, Brewers Select, Canada Malting Company, Country Malt Group, Cryer Malt and Great Western Malting.
We produce approximately 1.25 million tonnes per annum of capacity across 12 processing plants in Australia, Canada, the United Kingdom and the United States of America.
We also operate an international distribution business, which provides a full service offering for craft brewers and distillers, including malt, hops, yeast, adjuncts and related products.
Our more than 900 employees are proud of the rich heritage of our family of brands and are committed to living our company values of safety, quality, integrity and passion.
We celebrate the diversity of our people and together strive to create an environment where all employees are safe, welcomed and have a sense of belonging.
**Safety **
- ** **Passion**
- ** **Quality **
- **Integrity**
**POSITION SCOPE**
This position is responsible for providing administrative support to the Executive Leadership team and managing the day-to-day office operations.
**RESPONSIBILITIES**
- Manage sensitive matters with a high level of confidentiality and discretion.
- Arrange travel and accommodations for Executives and prepare detailed itineraries.
Assist staff with international travel.
- Conserve the Executives' time by reading, researching, collecting, and analysing information, as needed.
- Ensure Executive Leadership Team is informed of priorities, deadlines, and challenges.
Assist in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval from other departments.
- Prepare and process expense reports for the Executive Leadership Team.
- Prepare presentations, reports, agendas, and other documents for the Executive Leadership Team.
- Screen incoming calls and dispense appropriately.
Refer non-routine calls to appropriate staff member.
- Organize Executive calendars and schedules, resolving any scheduling issues.
- Greet visitors and notify the hosting staff member.
- Maintain company-wide holiday and event calendar.
- Coordinate Executive Team on-site and off-site meetings, conferences, and other corporate events including the annual Malt Leadership Conference, local company picnic, barbeques, holiday party, recognition events, etc.
- Replenish office materials such as office supplies, paper, postage, and snacks.
- Manage the HQ office facilities, develop and maintain a relationship with leasing agent, contractors, vendors, and facilities maintenance; partner with IT and Safety with regards to access to the office.
- Create and process purchase orders and check requests for Global Office staff.
- Process and distribute daily mail and packages, including pick up and drop off, of company mail at post office/postal box.
- Provide back-up administrative support to other departments.
**SKILLS & ABILITIES**
- Excellent oral and written communication skills with the ability to interact with people of all levels in a professional and approachable manner.
- Ability to develop and maintain relationships with Executives and staff.
- Strong business acumen
- Ability and temperament to work with sensitive information and maintain confidentiality.
- Team player with service excellence mindset
- Must be an expert with Microsoft Office Suite - Word, Excel, PowerPoint, Visio, OneNote, SharePoint, Teams and Outlook; and ability to learn other company systems in support of the role.
- Exceptional organizational skills and attention to detail.
- Ability to complete a high volume of tasks and projects with little to no guidance.
- Proven ability to maintain a high level of integrity and discretion in handling confidential information.
- Sound judgement is essential.
- Ability to work flexible hours and overtime as dictated by the needs of the business for projects and meetings.
**EDUCATION & EXPERIENCE**
- Bachelor's degree in Business Administration preferred but not required.
- 7+ years administrative experience with 3-5 years as an executive assistant.
- Experience working in a publicly traded international company preferred.
- 3+ years of experience planning, managing, and executing events and gatherings.
- Experience arranging international and domestic travel.
**WORK ENVIRONMENT**
- Standard office environment.
**COMPENSATION**
An attractive compensation and benefits package will be provided.
We offer a generous benefits package including extended healthcare, flex spending accounts, EAP, paid holidays, paid time off program, basic & voluntary life insurance, STD, LTD, 401(k) plan, pension plan (CAD), fitness subsidy and tuition reimbursement.
Employees are eligible for product discounts through our CMG Di