Executive Assistant

3 weeks ago

Vaughan, Canada Grand & Toy Full time

**Who is Grand & Toy?**

At Grand & Toy, we Give Work Life Celebrating 141 years this year, Grand & Toy is one of Canada’s most renowned and iconic brands. Our humble beginnings started in office supplies but today, our team of industry-leading experts provide complete business solutions for multiple industries across Canada. From the latest technology solutions, to facilities, and custom workplace furniture for any space, we provide core solutions to running businesses day-to-day.

**About the Role**

The Executive Assistant provides comprehensive administrative support and plays a critical role in managing members of the Senior Leadership Team, including expense reporting, travel arrangements, calendars, communication plans and presentations. This position requires you to have exceptional organizational skills, attention to detail, and the ability to handle sensitive and confidential information. You will serve as a trusted partner, ensuring smooth operations and assisting in managing the team’s daily activities, enabling them to focus on their strategic responsibilities.

**What will I do?**

**Executive administrative responsibilities (60%)**
- Act as the primary point of contact between the senior leadership team and internal/external stakeholders, demonstrating professionalism and exceptional communication skills.
- Manage calendars, schedule appointments, coordinate meetings, and ensure all necessary materials are prepared in advance.
- Handle all administrative tasks, including drafting correspondence, reports, and presentations.
- Conduct research, gather information, and provide recommendations to support decision-making process.
- Coordinate travel arrangements, both domestic and international, including booking flights, accommodations, and transportation.
- Prepare and process expense reports, ensuring accuracy and adherence to company policies.
- Assist in organizing and coordinating meetings and other special events.
- Maintain and update confidential files, records, and documents in a well-organized manner.
- Prioritize and manage multiple projects simultaneously, meet deadlines, and adapt to changing priorities.
- Assist in preparing speeches, presentations, and other materials.
- Work closely with other executives, department heads, and cross-functional teams to facilitate information flow and promote efficient collaboration.

**Other administrative duties (30%)**
- Responsible for maintaining and updating distribution lists for the organization.
- Responsible for gathering and posting updates to the TV monitors across the country.
- Responsible for ensuring that all policies are updated and uploaded to the intranet site.
- Other administrative duties as assigned by members of the Senior leadership team25%

**Supporting and maintaining the G&T culture (10%)**
- Plays active role on the Social Committee
- Supports Social Committee and the Senior Leadership team in designing and implementing company-wide events that include in office, remote and supply chain associates.
- Supports Director, Loss Prevention and Health and Safety in organizing events such as flu shot clinics, biometric testing etc.
- Provides necessary support to the supply chain teams including during the annual inventory.

**What qualifications do I need?**
- College degree or diploma, preferably in business or business administration
- Minimum of 5 years administrative experience supporting C-level executives or top-level management
- Excellent communication skills in English (verbal and written), with the ability to convey ideas clearly and professionally.
- Bilingualism in English/French (spoken and written) is an asset
- Excellent organizational and time management skills, with a strong ability to multitask and prioritize effectively.
- Exceptional attention to detail and accuracy.
- Proficient in using MS Office software such as word processing, spreadsheets, and presentation tools.
- Discretion and professionalism when handling confidential matters and maintaining strict confidentiality.
- Flexibility and adaptability to work in a fast-paced environment and manage dynamic schedules.
- Ability to work independently, take initiative, and anticipate needs without constant supervision.
- Professional presence and demeanor with the ability to interact confidently with individuals at all levels.
- Knowledge of corporate governance, board meeting protocols and compliance requirements is a plus.

**What does Grand & Toy offer?**

Grand & Toy offers competitive wages and benefits packages based on education and experience. We provide a rewarding and challenging career along with growth and career advancement. We proudly provide comprehensive training for all new associates, along with incentives such as our associate/corporate discounts and rewards programs for management positions. Our corporate culture is team oriented, friendly and collaborative.

If this sounds like the job for you, we can’t wait to hear from you. We

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