Executive Assistant

4 weeks ago

Brampton Ontario CS, Peel region, Canada Loblaw Full time

Referred applicants should not apply directly to this role.

All referred applicants must first be submitted through Workday by a current Loblaw Colleague.

Come make your difference in communities across Canada, where authenticity, trust and making connections is valued – as we shape the future of Canadian retail, together. Our unique position as one of the country's largest employers, coupled with our commitment to positively impact the lives of all Canadians, provides our colleagues a range of opportunities and experiences to help Canadians Live Life Well.

At Loblaw Companies Limited, we succeed through collaboration and commitment and set a high bar for ourselves and those around us. Whether you are just starting your career, re-entering the workforce, or looking for a new job, this is where you belong.

Overview:

The Executive Assistant will be responsible for providing administrative support to the Senior Vice President LRE and two Vice Presidents within our Loblaw Real Estate team.

Accountabilities:

  1. Provide full administrative support to the Senior Vice President and Vice Presidents as required.
  2. Manage daily calendars including scheduling of meetings, appointments and booking all travel arrangements, including working collaboratively with other internal EAs to organize calendars, events and meetings. This includes clearing all calendar conflicts in a timely manner, building in travel time, checking attendee acceptances, and setting up rooms for any team meetings.
  3. Assist in preparing documents and presentations which are highly confidential in nature.
  4. Compile, design, review and coordinate various materials for PowerPoint presentations.
  5. Conduct research and summarize data independently and communicate findings.
  6. Track/follow through request/paperwork (e.g. dept vacation planner, supplies, preparation, and submission of expense reports), and correspondence/emails, ensuring to flag issues, urgent items or concerns as they arise.
  7. Maintain an organized filing system for easy retrieval of files.
  8. Process Manager Self-Serve forms (e.g. new hire set-ups, internal transfers, terminations, ordering computers and telephone equipment).
  9. Coordinate the team’s weekly huddles and leadership team meetings and ensure that department anchors and priorities are reflected accurately and updated in real time.
  10. Follow up and act as a liaison with various individuals both internally and externally, at all levels of the organization and for various tasks, including, but not limited to, follow up on training and policy sign-off completion to a large partner group.
  11. Use professional judgment to screen, prioritize and determine actions for incoming calls and inquiries.
  12. Coordinate the departmental SharePoint site(s) and ensure that the content is organized and kept up to date.
  13. Collaborate and liaise with senior executives and executive assistants both internally in LRE and throughout the Company in a professional, confidential and timely manner.
  14. Support the department by being the lead contact for inquiries and assuming responsibility for various projects, team initiatives and serving on committees as required.
  15. Assist with coordinating special events, meetings, town halls, trainings and the annual conference.
  16. Ensure the executives are prepared with applicable materials, information and pre-work for all pertinent meetings.
  17. Ensure the executives are prepared for all work-related travel with transportation, hotel, meal booking and detailed itinerary creation. Also ensuring that the executive has everything required prior to departure to ensure a smooth itinerary.
  18. Ad hoc assignments as required.

Role Requirements:
  1. Minimum 5-7 years administrative experience supporting multiple senior executives.
  2. Prior experience working in a large corporate environment preferred.
  3. Proven proficiency in all aspects of MS Office; with advanced knowledge of Outlook, PowerPoint and Excel.
  4. High level of accuracy and attention to detail.
  5. Excellent customer service orientation, sensitive to client issues and understanding of importance of diplomacy and confidentiality.
  6. Demonstrated ability to interact professionally with people at various levels of an organization.
  7. Excellent verbal and written communication skills.
  8. Ability to multi-task in a deadline driven environment.
  9. Initiative, strong judgment and problem-solving abilities.
  10. A positive, can-do attitude centered around teamwork and collaboration.
  11. Ability to work independently while supporting a collaborative team environment.
  12. Periodic travel may be required between Loblaw Head Office and other offices, as required.

Our commitment to Sustainability and Social Impact is an essential part of the way we do business, and we focus our attention on areas where we can have the greatest impact. Our approach to sustainability and social impact is based on three pillars – Environment, Sourcing and Community – and we are constantly looking for ways to demonstrate leadership in these important areas. Our CORE Values – Care, Ownership, Respect and Excellence – guide all our decision-making and come to life through our Blue Culture. We offer our colleagues progressive careers, comprehensive training, flexibility, and other competitive benefits – these are some of the many reasons why we are one of Canada’s Top Employers, Canada’s Best Diversity Employers, Canada’s Greenest Employers & Canada’s Top Employers for Young People.

If you are unsure whether your experience matches every requirement above, we encourage you to apply anyway. We are looking for varied perspectives which include diverse experiences that we can add to our team.

We have a long-standing focus on diversity, equity and inclusion because we know it will make our company a better place to work and shop. We are committed to creating accessible environments for our colleagues, candidates and customers. Requests for accommodation due to a disability (which may be visible or invisible, temporary or permanent) can be made at any stage of application and employment. We encourage candidates to make their accommodation needs known so that we can provide equitable opportunities.

Please Note:
Candidates who are 18 years or older are required to complete a criminal background check. Details will be provided through the application process. #J-18808-Ljbffr

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