Executive Assistant

2 weeks ago

Toronto, Canada Rakuten Full time

Here at Rakuten Kobo Inc. we offer a casual working start-up environment and a group of friendly and talented individuals. Our employees rank us highly in terms of commitment to work/life balance. We realize that for our employees to be innovative, creative, and passionate they need to feel supported and valued.

If you’re looking for a company that inspires passion, personal, and professional growth - join Kobo and come help us make reading lives better.

**The Role**:
Kobo is looking for an energetic, motivated, detail oriented, customer focused Executive Assistant. The Executive Assistant will serve as the primary support to the Chief Marketing Officer, Chief Content Officer and the Chief Strategy Officer. The Executive Assistant will act as a liaison between the executives and their organizations. The Executive Assistant is responsible for providing effective and efficient administrative and logístical support in a dynamic, central role within Kobo. The role will include the management of our Corporate travel program.

We offer a hybrid remote working environment. There will be events that may require you to be in the office to support your Execs and the EA team.
- Act as the point of contact between the executives and internal/external clients including our international remote teams.
- Manage calendars ensuring no scheduling conflicts, making sure executives know where they need to be.
- Proactive in nature with the ability to stay one step ahead by setting priorities and identifying new ways to add value & and taking the initiative on owning tasks which will help the executives be more productive.
- Setting up meetings, often coordinating multiple time zones.
- Book boardrooms, secure and set up meeting equipment while being knowledgeable on all communications and meeting tools and services.
- Schedule and manage local and international travel: trip planning, providing logístical support for executives while off-site, being available to trouble shoot if any issues arise while travelling.
- Book travel and hotel accommodations for our VP of Global Business Management.
- Perform clerical and administrative functions including but not limited to drafting correspondence, organizing and maintaining paper and electronic files when necessary.
- Preparing expense reports for executives in accordance with company’s expense reimbursement policy.
- Track timelines and send reminders on behalf of the executive to direct reports and the entire team as appropriate.
- Ordering catering for meetings and events.
- Manage company travel program.
- Manage company meal program.
- Other duties as assigned.

**The Skills**:
Required:

- 2 to 4 years experience as an executive administrative assistant, senior executive assistant and/or legal assistant.
- Energetic and high attention to detail.
- Excellent organizational skills with an ability to think proactively and prioritize work.
- Professional demeanour with excellent written and verbal communication skills are essential.
- Maintain calm under pressure with the ability to multitask in a fast-paced environment.
- Strong interpersonal relationship skills in working effectively with various levels of staff, including senior management and executives.
- Anticipate the needs of their executives and initiate appropriate action to help ensure the most effective use of the executives’ time.
- An aptitude for learning and ability to adapt quickly.
- Team player who is also comfortable working autonomously.
- Experience with international travel booking and trip coordination.
- Knowledge of standard office equipment and computer proficiency (Microsoft office).
- Excellent typing and data entry skills.

Nice to have:

- Experience managing a corporate travel program i.e., Egencia, Concur, TripAction or similar.

**The Perks**:

- Flexible hours and remote working environment
- Full benefits starting from your first day
- Paid Volunteer days, unlimited sick days, and 3% RRSP matching
- Monthly commuting allowance and internet allowance
- Flexible health spending account
- Talent and development training budget
- Free Kobo device + free weekly e-book or audiobook
- Weekly Kobo Tech University sessions
- Maternity/paternity leave top up

**About Rakuten Kobo Inc.**

Owned by Tokyo-based Rakuten and headquartered in Toronto, Rakuten Kobo Inc. is one of the most advanced global ecommerce companies, with the world’s most innovative eReading services offering more than 6 million eBooks and audiobooks to 30 million + customers in 190 countries. Kobo delivers the best digital reading experience through creative innovation, award-winning eReaders, and top-ranking mobile apps. Kobo is a part of the Rakuten group of companies.

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