Executive Assistant to The President and CEO

3 months ago

Aurora, Canada Bulk Barn Full time

**Executive Assistant to the President & CEO**
- **ABOUT US**_

Established in 1982, Bulk Barn is Canada’s largest bulk food retailer with close to 300 stores and growing The key to our success is progressive thinking, detailed/ methodical planning and flawless execution by passionate people across our organization. We strive to foster a balanced and flexible culture that benefits both our customers and employees.
- **OUR VALUES**:_
- High Standards
- Passionate
- Committed
- Exciting and Fun
- Supportive
- Customer Oriented
- **WHAT WE OFFER**_

In addition to a competitive compensation program and employer-paid benefits, we also include:

- 32-hour flexible work-week program currently being tested
- Use of top-tier on-site fitness facility at our Corporate Head Office free of charge to employees
- **ABOUT THE ROLE**_

The Executive Assistant provides administrative support and secretarial functions to President & CEO and the Executive Team.

**Duties and Responsibilities**

**Project/Task Management**
- Provide administrative support to President & CEO (filing, typing, copying, scanning, expense report submissions, archiving of files etc.)
- Collect and distribute incoming mail and faxes.
- Prepares correspondence; drafts letters and documents.
- Collects and analyzes information as necessary
- Maintains CEO's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel, as well as overall calendar management.
- Responsible for maintaining the detailed flight log for the corporate jet.
- Takes the lead on assigned projects and works together with co-workers to ensure objectives of the assignment are met.
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Manage time and attendance system (Dayforce) for the Executive team. Ensure Dayforce entries are submitted bi-weekly for Payroll processing.

**Maintain vacation planner for the Executive team.**
- Assist in the organization of small
- and large-scale functions such as the Management, Store Manager and Store Operations Meetings.
- Assist in the planning of business travel (plane, car rentals, hotels, dining, etc.) and provide final itineraries to CEO and attending parties.
- Maintain control logs for tracking projects, vacation, attendance, travel, etc.
- End-to-end processing of correspondence including creation, edit, copying, filing and distribution.
- Assist with budgets, expenses and reports. This includes the preparation and detailed review of expense reports for the CEO.
- Prepare purchase orders as necessary and copy and distribute.

**Communication - Respect and maintain upmost confidentiality in all dealings.**
- Communicate regularly with internal and external partners to ensure all required information is gathered to complete daily projects/tasks.
- Advise CEO of any concerns or issues in advance of assigned deadlines.
- Draft and send communications upon request.
- Coordinate regularly on assigned projects with project teams.
- Take meeting minutes, distribute to team members and follow-up on action items.

**Detail Orientation**
- Ensure an exceptionally high level of accuracy and attention to detail.
- Ensure all documents and reports are reviewed in complete detail and are error free and professionally prepared.

**Quality**
- Ensure all presentations, reports and communications are professional and print-ready, and meet Company standards.

**Teamwork**
- Partner with co-workers as required on special and/or daily tasks to ensure deadlines and timelines are met to the standards set by the Company.
- Work to maintain workplace wellness, health and safety, through active compliance with all workplace health and safety policies and procedures.
- Other administrative duties, and any other duties, as required from time to time by the business.

**Education & Skills**
- Post-secondary certificate or degree in business administration or related field highly desirable
- 5 years’ experience as an Administrative Assistant or Executive Assistant for a Senior Executive required.
- 5 years’ experience working with Microsoft Word and Excel at an intermediate or advanced level required. As well, proficiency in MS PowerPoint, Outlook, Zoom and Microsoft Teams.
- 5-10 years’ experience preparing executive presentations and other materials required.
- 10 years’ experience working in a fast-paced deadline and standards-driven environment required.
- High level of attention to detail is a must
- Pride of ownership over assigned responsibilities.
- Ability to exercise flexibility, initiative, good judgment and discretion.
- High level of resourcefulness.
- Ability to work well independently.
- Ability to work under pressure and meet deadlines.
- Solid command of the English language (written and verbal).
- Professional demeanor with strong interpersonal skills.
- **HOW TO APPLY**_

If you are interested in this role, please forward your resume to

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