Overview
Retail Executive Assistant Jobs in Toronto, Canada at Indigo Books & Music
Title: Retail Executive Assistant
Company: Indigo Books & Music
Location: Toronto, Canada
Category:
Position: Retail Executive Assistant (7 Month Contract)
Job Description
The Retail Executive Assistant (EA) provides consistently strong Executive level support as the primary liaison for a wide variety of internal and external stakeholders, on a diverse range of matters. The Retail EA optimizes and enhances the productivity of their assigned Executive and their occasional designate (VP Retail Experience & Operations, Senior Regional Directors) by providing seamless administrative support. Through championing the Indigo spirit and brand, this position provides a high level of service and support to all internal and external customers.
KEY PERFORMANCE METRICS
- Completion of projects/tasks on time, to 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 Executive’s budgets, as assigned, on time, under budget, to respective specifications
KEY ACCOUNTABILITIES
Functional
- Facilitate smooth interaction between Executive and the company’s stakeholders by proactively managing the Executives’ calendars for optimal efficiency:
- Solicit understanding of meeting priority and coordinate times with other attendees, resolving scheduling conflicts independently
- Schedule appropriate meeting location/rooms/TEAMS
- Ensure Executive and their designate(s) has 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
- Follow-up on deadlines and commitments to ensure all business items are appropriately executed; and support Executive on escalated customer service issues as needed
- Review and prepare documents, contracts, and reports for Executives’ signature
- Book and confirm all travel and hotel arrangements (international and domestic) for the Executive and occasional designate(s); prepare itineraries accordingly
- As required, ensure sure all key reports are generated, organized and distributed on time for the Executive
- Process and track invoices, business and personal expenses for the Executive
- Plan and execute on assigned departmental budgets by the Executives; this includes:
- Manage & track invoice payments, as well as assigned 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, including training events and offsite meetings
- Coordination and support planning and execution of an annual multi-day summit; coordination will include facilities booking, catering, hotel and accommodation, travel support and other related activities for Executive and up to 200 attendees
- Lead or collaborate on special initiatives aimed at creating or improving an existing process in the department, on behalf of Executive and their designate(s)
- Plan for Board Meetings, large client, or vendor meetings
- Utilize AI and LLM-based tools (e.g. Copilot) to enhance productivity, automate routine tasks, synthesize information across sources, and proactively anticipate executive needs and priorities while maintaining strict confidentiality and quality standards
- 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:
SVP, Retail
Manager once…