Executive Assistant – 1-Year Contract

Indigo Books & Music; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading retail company in Toronto is seeking an experienced Executive Assistant to provide executive-level support to two Executives. The ideal candidate has 7 to 10 years of experience assisting C-level executives and is fluent in Microsoft Office. Responsibilities include managing calendars, preparing documents, and handling confidential materials. This role fosters strong customer service and organizational relationships while embodying company values.

Benefits

Diversity and inclusion commitment

Accommodations for disabilities

Positive community impact initiatives

Qualifications

• 7 to 10 years of experience as an Executive Assistant, with at least three years supporting C-level executives.
• Ability to handle confidential and sensitive materials.
• Flare for visual presentations using PowerPoint and similar programs.

Responsibilities

• Manage executives' calendars for optimal efficiency.
• Screen and respond to emails and mail for executives.
• Prepare documents, contracts, and reports for executives’ signature.
• Process and track invoices and expenses for executives.

Skills

Self-starter

Attention to detail

Customer service orientation

Troubleshooting abilities

Strong relationship building

Technologically savvy

Education

College/University education

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Overview

The Executive Assistant (EA) provides consistently strong executive level support as the primary liaison for various internal and external stakeholders on a diverse range of matters across two Executives. The EA optimizes and enhances the productivity of their assigned Executives by providing seamless administrative support. By championing the Indigo spirit and brand, this position provides high service and support to all internal and external customers.

Key Performance Metrics

• Completion of projects/tasks on time, to the specified standard
• Schedule is accurate and maintained in a timely manner
• Maintain excellent business relationships – customer satisfaction
• Timely and accurate submissions of documents, presentations and paperwork
• Planning and execution of sections of assigned Executives’ budgets, as assigned, on time, under budget, to respective specifications

Key Accountabilities

Functional

• Facilitate smooth interaction between Executives and the company’s stakeholders by proactively managing the Executives’ calendars for optimal efficiency:
  • Determine meeting priority and coordinate times with other attendees, resolving scheduling conflicts independently
  • Schedule appropriate meeting location/rooms/TEAMS
  • Ensure Executives have all materials required for meetings; prioritize and prepare documents that reflect the Indigo brand.
  • Distribute meeting materials, take minutes where necessary, provide technical support as needed, and execute any required follow-up actions.
• Screen, respond to and redirect Executives’ mail and email, as appropriate; follow up on deadlines and commitments to ensure all business items are appropriately executed; and support Executives’ on escalated customer service issues as needed.
• Follow-up on deadlines and commitments to ensure business items are executed
• Review and prepare documents, contracts, and reports for Executives’ signature.
• Ensure that all key reports are generated, organized and distributed on time as required.
• Process and track invoices and expenses for the Executives
• Plan and execute assigned departmental budgets by the Executives; this includes:
  • Manage & track invoice payments and assign departmental budgets (taxi, Staples, catering, etc.)
  • Set and adhere to departmental budgets as applicable
  • Retain and track all vendor/supplier contracts
• Plan and execute departmental events
• Lead or collaborate on special initiatives to create or improve an existing process in the department on behalf of Executives.
• Book and confirm all travel and hotel arrangements (international and domestic) for the Executives prepare itineraries accordingly
• Plan for Board Meetings, large client, or vendor meetings
• Act as an advocate for the customer by placing them at the forefront of all decision-making and design processes
• Proactively identify and anticipate customer expectations and needs
• Embrace and seek out technology that creates high-tech and high-touch solutions for Indigo’s customers
• Challenge the status quo by consistently identifying areas for improvement, diagnosing issues and working to resolve them

People

• Collaborate with others to drive flexible and iterative solutions, quickly and easily
• Share technical knowledge with others and actively seek to learn from those more knowledgeable than yourself
• Help others see the impacts of their efforts and proactively engage other functions to get input
• Encourage others to freely share their point of view and be open to feedback

Cultural

• Model Indigo’s beliefs and convey a positive image in everything you do
• Celebrate diversity of thought and have an open mindset
• Take an active role in fostering a culture of continual learning, taking risks without the fear of making mistakes
• Embrace, champion, and influence change through your team and/or the organization

Scope

Reports to: Executive

Key Relationships

Internal:

• Executive Assistant to the CEO
• Office Services
• Executive Assistants in other departments
• Executive Team
• Executives’ Direct Reports
• HR

Qualifications

Work Experience / Education / Certifications

• 7 to 10 years of experience as an Executive Assistant, with a minimum of three years supporting C-level executives
• College/University education

Competencies / Skills / Attributes

• Demonstrated ability to self-start, prioritize multiple tasks, maintain attention to detail, and get things done with limited direction
• Strong customer service orientation
• Troubleshooting and problem-solving abilities; able to exercise independent judgment and make good decisions
• Ability to build strong relationships across the company and to know when and how to involve others outside of own department to get things done
• Technologically savvy – advanced knowledge and proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook) and an aptitude for new programs
• Flare for visual presentations using PowerPoint and similar programs
• Ability to handle confidential and sensitive materials

Additional Information

At Indigo, we are committed to our communities, our customers, and each other; together we can make a positive impact. We know that fostering diversity and inclusion brings out your full potential and creates a joyful and welcoming environment for everyone. We are driven to be an equitable employer, which highly values your diverse backgrounds, experiences, and perspectives. We believe that you, in all your uniqueness, belong at Indigo.We welcome all applicants and encourage applications from individuals who identify as Black, Indigenous, a person of colour, LGBTQ2+ and people with disabilities. Accommodations are available upon request to individuals who self-identify as having a disability or special need. Please contact Human Resources at [e-mail] if you require an accommodation at any time during the recruitment process.

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