Executive Assistant, CEO

2 weeks ago

Mississauga, Ontario, Canada Arterra Wines Canada Full time

Job Description:


At Arterra Wines Canada, we love inspiring the big and small moments that happen when our products are shared and enjoyed.

For us it's not just about what's in and on the bottle, it's what happens in people's lives when we're a part of them that keeps us thirsting for more and not resting on our laurels as Canada's largest and most enjoyed wine company.

We put the consumer at the center of everything we do and we're looking for people who do the same.


Job Summary:
As a proactive problem solver, with the ability to prioritize and multi-task in a dynamic working environment the Sr. Executive Assistant will report to the President/CEO, the CFO and the EVP of People, Legal & Corporate Affairs. The Sr.

Executive Assistant plays a key role supporting the day-to-day operations for all senior leaders as a representative of their office, teams and link between their respective staff, internal and external stakeholders and the public.

The Sr. Executive Assistant also supports the Board of Directors in a multitude of capacities.

The support for the internal senior members as well as the Board of Directors includes but not limited to calendar management, coordinating meetings, preparation of documents and presentations, booking and coordinating travel, reconciling expenses and related functional team support.

The Sr. Executive Assistant also assists in overseeing the management of the Mississauga office. The Office Coordinator/Receptionist reports into the Sr. EA. and works closely with them to ensure all aspects of the building care and function are managed. This includes but not limited to office renovations, repairs, supply management, implementing covid protocols and exterior facility care.

Job Accountabilities:

  • Develop and maintain relationships w/internal and external personnel to ensure open communication and prevent conflicts
  • Manage incoming calendar requests including proactively resolving calendar conflicts
  • Schedule meetings, agenda preparation, minutes/action item taking, catering and IT coordination as required. Including the organization of team offsites and other specials events.
  • Book travel, hotels, restaurants, car rentals and car service pick ups.
  • Preparation and formatting of PowerPoint presentations, Excel spread sheets, Word documents and MS Publisher
  • Graphic Design Skills and knowledge advantageous
  • Order office supplies or equipment
  • Review and prepare reports as requested including French translation (external provider)
  • Send out company wide messages on behalf of senior management
  • Working with Corporate Communications and partnering with other administrative peers, coordinate company communication meetings, coordinate rehearsals and IT tech/equipment setup
  • Report and maintain all Government (Federal and Ontario Provincial) Lobbying Registries
  • Oversee/manage Board reporting software, Diligent includes upload for all Board, Audit and HR & Compensation Committee documents
  • Submit Purchase Orders requests by department (People & Culture, Legal, Communications and Government Relations) and AMEX Expense reporting and reconciling
  • Administrative lead for monthly ELT meetings agenda management, set up and coordinating of presenters and document upload
  • Manage the Corporate Employee Matching Program
  • Manage the Corporate Toronto Maple Leaf Account and ticket allocation
  • Oversee and run internal Social Committee events on a monthly/quarterly basis
  • At minimum: Summer BBQ, Harvest Party and Winter holiday luncheon
  • Maintain internal distribution lists etc.
  • Provide backup administrative support for EA to Sales and Marketing
  • An active member of the Crisis Management Team secretary, meeting minutes and next steps
  • An active member of all CSR (Corporate Social Responsibility) events
  • Remain current in First-Aid training

What you bring:

  • Postsecondary education is required
  • Minimum of ten (10) years' experience in an administrative role with experience supporting senior executives (C-Suite) and their teams is required.
  • Excellent Planning and Organizational Skills and the ability to develop shortrange and longrange plans that are realistic and effective in meeting goals and superior prioritization skills


 Strong Communication Skills
  • Demonstrates the ability to organize and communicate information effectively both in writing and in oral communications, including group presentations. Sets clear goals and effectively monitors progress.
  • Strong bias for Action/Delivers Results
  • Displays a sense of urgency. Focuses on specific, ambitious goals. Follows through on commitments. Demonstrates a sense of personal accountability for achieving results. Ability to think independently and make decisions


 Adaptability and Flexibility
  • Functions effectively within everchanging environments. Easily adjusts to multiple demands, shifting work priorities, ambiguity, adversity and change. Is resilient and calm under pressure. Learns and

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