Executive Assistant

Bulk Barn; Aurora; On-site; CAD 55,000 - 75,000; Full time

Job summary

Bulk Barn in Canada seeks an Executive Assistant to provide comprehensive administrative support to senior leadership. You will manage calendars, coordinate meetings, prepare materials, and handle confidential communications in a fast-paced retail environment.

Ideal candidates have a post-secondary business degree and at least 3 years of EA experience, with strong communication, organizational, and Microsoft Office skills to ensure seamless executive operations.

Qualifications

• Strong communication skills (written and verbal).
• Proficient with Microsoft Office suite.
• Strong follow-up and organizational skills.
• Ability to work efficiently and multitask in a fast-paced environment.

Responsibilities

• Coordinate complex calendars, appointments and meetings.
• Prepare, edit, proofread and format correspondence, reports and presentations.
• Maintain confidential filing and documentation systems.
• Support leadership meetings with agendas, minutes and materials.
• Assist with presentations, reports and executive materials.

Skills

Communication skills

Microsoft Office

Organization

Multitasking

Education

Post-secondary business degree/cert.

Tools

Microsoft Office

Job description

ABOUT THE ROLE

The Executive Assistant provides comprehensive administrative and organizational support to senior leadership. This position serves as a key point of coordination for executive schedules, meetings, communications, documentation, and other administrative priorities.

The successful candidate demonstrates exceptional organization, discretion, professionalism, and judgment, with the ability to manage competing priorities and deadlines in a fast-paced retail environment.

Duties and Responsibilities

Project/Task Management

• Provide high-level administrative and organizational support to senior executives.
• Manage complex calendars, appointments, meetings, and changing priorities.
• Prepare, edit, proofread, and format correspondence, reports, presentations, spreadsheets, and other business documents.
• Maintain organized electronic and physical filing systems.
• Monitor and prioritize incoming communications, correspondence, and requests.
• Prepare briefing materials and background information for meetings and executive discussions.
• Track action items, deadlines, and follow-up requirements to support timely completion.
• Maintain calendars, contact lists, organizational records, and confidential files.
• Assist with the preparation of presentations, reports, spreadsheets, and other executive materials.
• Support leadership meetings and special projects. Coordinate meeting rooms, equipment, office supplies, and other logistical requirements.
• Assist with departmental projects and initiatives as assigned.
• Assist with tracking and recording professional development hours and renewing annual memberships.
• Manage time and attendance, including vacation planner for the department. Record all entries in Dayforce.
• Provide backup administrative support to other members of the leadership team when required.

Communication

• Coordinate leadership meetings, conference calls, video conferences, and presentations.
• Prepare meeting agendas, take minutes or notes when required, and distribute follow-up materials.
• Liaise with internal departments, field operations, vendors, business partners, and external contacts on behalf of senior leadership.
• Communicate professionally with employees and stakeholders at all levels of the organization.
• Maintain strict confidentiality and discretion in all activities and communications.
• Exercise sound judgment when prioritizing requests, escalating matters, and responding to inquiries on behalf of senior leadership.

Accountability

• Ensure executives are adequately prepared for meetings through the timely coordination of relevant information and documentation.

Detail Orientation

• Ensure all documents and reports are audited and error free in advance of submission for review by senior executives.
• Document and bring forward any document discrepancies.

Quality

• Ensure all presentations, reports and communications are print ready and meet Company standards in advance of implementation.

Teamwork

• Partner with co-workers as required on daily and/or special tasks, to ensure deadlines and timelines are met to the standards set by the Company.
• Any other duties as required.

Education & Skills

• Post-secondary certificate or degree in business administration or related field.
• 3 years’ experience as an Administrative Assistant or Executive Assistant.
• Strong communication skills (written and verbal).
• Proficient with Microsoft suite of products.
• Strong follow-up and organizational skills.
• Ability to work efficiently and multi-task in a fast-paced environment.