Executive Assistant

Mister Safety Shoes; Toronto; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

Mister Safety Shoes is seeking an Executive Assistant to support the Managing Director and Senior Management Team. This role involves comprehensive administrative support, project management, and budget oversight in a dynamic retail environment. The ideal candidate will have a strong background in executive assistance and project coordination, along with excellent communication skills. Join a company recognized as a great workplace, contributing to making workdays better for all.

Qualifications

• 5 years of experience as an Executive Assistant, preferably supporting c-suite executives.
• Proven experience as a project coordinator working with cross-functional teams.
• Strong verbal and written communication skills.

Responsibilities

• Manage complex calendars, arrange travel, and prepare itineraries.
• Assist with the management and tracking of important projects.
• Monitor department budgets and report variances.

Skills

Communication

Project Management

Analytical Proficiency

Education

Post-secondary education

Tools

MS Office

MS Project

Job description

Are you looking to join one of Canada's Greatest Places to Work and be a part of making it even better?

Mister Safety Shoes mission is making workdays better. We are a proudly Canadian retail company specializing in safety footwear and clothing. Founded in 1972, we are continuously growing our presence across Canada through our retail store locations and shoemobiles. The values of caring, respect, and exceptional service start with our team. Its a philosophy we live throughout the company, making workdays better for each other and our customers.

Purpose :

The Executive Assistant plays a crucial role in providing comprehensive administrative support to the Managing Director and to Senior Management Team, including calendar management, meeting coordination, travel arrangements and assisting in the planning, scheduling and executing the project management process.

Position Title : Executive Assistant

Department : Management

Reports To : Managing Director

Areas of Accountability

1. Team Coordination and Support

2. Project Management

3. Budget Management

Key Responsibilities :

1. Team Coordination and Suppor t

• Function as a primary point of contact between the Managing Director, staff, customers, and external stakeholders. Manage all communications with professionalism and condentiality.
• Manage complex calendars, arrange travel, prepare itineraries, and manage logistics for domestic and international trips.
• Organize high-level meetings, including scheduling, preparing agendas, taking minutes, and following up on action items.
• Manage head office facilities by coordinating outside contractors for office maintenance and security. Manage office supplies and oversee general office upkeep.
• Plan and coordinate company events, board meetings, and other corporate activities.
• Draft, proofread, and manage correspondence, reports, presentations, and other key documents for the executive team.

2. Project Management

• Assist with the management and tracking of important projects, ensuring deadlines are met and milestones are achieved.
• Collaborate with various stakeholders to develop project plans, timelines, and milestones.
• Assist in identifying project milestones, timelines and budgets to ensure alignment with goals.
• Ensure timely communication of project updates and feedback as required.
• Communicating project status and updating relevant stakeholders.
• Oversee inquiries and follow-up on behalf of the Managing Director or project team.

3. Budget Management

• Submit expenses on behalf of the Managing Director
• Monitor department budgets and report variances to the Managing Director
• Assist in the development of project budgets and cost estimates.

Knowledgeand Skills

• Post-secondary education and 5 years of experience as an Executive Assistant, preferably supporting c-suite executives.
• Proven experience as a project coordinatorworking with cross-functional teamsis an asset.
• Experience using MS Office and project management software, preferably MS Project.
• Demonstrates strong verbal and written communication skills to effectively coordinate with customers and internal teams, ensuring clear and concise information exchange.
• Demonstrates analytical proficiency to generate, interpret, and act upon relevant reports and data.

Abilities

• Ability to build and maintain strong relationships through effective communication, collaboration, interpersonal skills, and consistent support.
• Ability to resolve conflict and handle challenging situations with a calm and professional demeanor.
• Ability to organize and manage multiple tasks, prioritize effectively, and ensure smooth execution of customer interactions and requests.
• Manage sensitive information with the utmost discretion, safeguarding company and executive condentiality.

Working Conditions

• Works in-office 3 days per week and 2 days remotely from home.
• Work requires vigilance, concentration, and attention to detail for moderate periods of time.
• Sits for extended periods when in the office with the opportunity to get up and move around as desired.
• Must be able to collaborate with others calmly and effectively in minimally intense or emotionally charged interactions.
• May involve regularly conflicting priorities.

Conditions of Employment

Permanent, Full-time, 40+ hours per week

Legally entitled to work in Canada under relevant provincial or territorial legislation and regulations.

This job description overview outlines general job responsibilities, which are subject to change based on evolving business needs.

Mister Safety Shoes has been named a Great Place to Work for 4 years in a row. We are proud to be a 2024 Best Workplaces in Canada, a 2024 Best Workplaces in Retail & Hospitality and ranked #86 in Best Workplaces in Canada for companies with under 1000 people.

We are an equal opportunity employer and positively encourage applications from suitably qualified and eligible candidates. If required, please include accommodation requirements with your submission.

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