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Do you thrive in busy environments and have the ability to stay on task? Are you looking for an opportunity to expand your office skills and assist in many projects along the way? Our Client, a large retailer, is looking for an Executive Assistant to provide professional and confidential assistance to the VP of Operations and their team.  If you are a self-motivated individual, who takes the initiative to support their team to success, please apply below.  

Job Responsibilities 
  • Develop and design company presentations; and updates for board; and ELT meetings as required for monthly and quarterly; as well as budgetary commitments
  • Provide administrative and secretarial support to the VP Operations, Senior Director Team with correspondence, meeting agendas and minutes, handling mail, maintaining and setting up business retention files, scheduling meetings, conferences, webinars and teleconferences, including booking rooms and refreshments as required
  • Answer telephone inquiries; respond to general questions regarding retail operations and address member concerns
  • Take minutes of operations meetings, monthly business review meetings, editing, retrieving, copying and transmitting text, data and graphics
  • Prepare various reports and documents by collecting and formatting the information, ensuring that the information is clear, concise and accurate and meets professional standards
  • Maintain and update files, documents, manuals and correspondence for the retail operations division 
  • Assist in planning, and preparing for, on-site coordination and implementation of off-site meetings or special events 
  • Maintain office supply inventory for operations division
  • Responsible to ensuring the confidentiality of all marketing, merchandising and operational programs
  • Provide backup support for the CEO Executive Assistant and Marketing & Member Relations Assistant for vacation or sick leave
  • Provide leadership in the area of  Health, Safety and Environment (HSE) including participate in OH&S activities, ensuring employees are knowledgeable about and comply with HSE procedures and legislation, assist in identifying unhealthy, unsafe situations and ensure corrective action is taken
Candidate Qualifications 
  • Diploma in administrative or related field
  • Three years’ experience working with senior management in a confidential office environment
  • Strong computer skills and in-depth knowledge of relevant hardware (PC, laptops, AV equipment) and software such as MS Word, Excel, PowerPoint and Access
  • Ability to prioritize, stay calm, and work with multiple stakeholders needing support in what can be a very stressful and fast paced environment with tight timelines
  • Strong organizational, planning, communication, problem solving and interpersonal skills
  • Superior verbal and written communication skills
  • Solid judgment and decision making ability
  • Highly motivated, takes initiative, demonstrates adaptability and flexibility
  • Able to work independently with minimal supervision

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