Executive Assistant to CEO and President

5 months ago

Richmond, Canada Trail Appliances Ltd. Full time

Working at Trail Appliances means joining an entrepreneurial-minded, driven team dedicated to delivering an exceptional customer experience. Trail Appliances is the leading independent appliance retailer in Western Canada. We’re a fast-growing company with over 500 employees in British Columbia, spread out over 11 showrooms, a Clearance Centre, and offices in Richmond and Annacis Island. Join our team of trailblazers

**Our core values**:
Integrity - We do what’s right, even when no one is looking.

Improvement - We do it well. Then we do it better.

Caring - We put ourselves in others’ shoes.

Authenticity - We like people, not pretense.

Determination - We kick down walls.

**What Trail Needs**:
Supporting two busy executives, the Executive Assistant will act as the quarterback for both the President and the CEO, acting as a resource to the rest of the Trail team. The Executive Assistant serves as a liaison to the Senior Leadership Team, organizing executive outreach and external relations efforts, helping to ensure the smooth flow of executive activities while supporting the needs of a highly motivated leadership team. Additionally, this role will have a heavy hand in event planning throughout the year and Office Manager duties. **This role is on-site at our head office located in Richmond.**

**What People say about You**:
You enjoy utilizing your innovative side within an entrepreneurial environment that is values and results driven. You function independently on projects from conception to completion, and your ability to work under pressure when required to handle a wide variety of activities and confidential matters with discretion is second nature. You exercise excellent judgment in various situations, with a proven ability to pivot and adapt to the organization's changing needs. You are proactive, resourceful, organized, detail-oriented, providing direction, guidance, and support to team members that align to Trail’s values.

**What you will be doing**:
**Administrative**:

- Respond to requests and information on their behalf, liaising with internal and external contacts.
- Act as the point-of-contact for the Executive Team, ensuring correspondence, communications and requests are processed promptly.
- Maintain, coordinate and organize executives’ schedules, calendar and in-box management, including overseeing and arranging many active appointments.
- Arrange appointments and organize internal and external meetings and events, which can include booking meeting rooms/venues, arranging catering, preparing meeting materials, preparing mail invites and coordinating rsvp follow-up.
- Draft, review and send communications on behalf of the Executives. - Prepare, compose and format correspondence, presentations, reports, documents, briefs, support materials for meetings, projects and various committees.
- Coordinate complex travel arrangements for the leadership and sales teams, often requiring various changes and rescheduling. Detailed international travel arrangements for team celebrations and achievements.
- Manage the donation process for internal and external community donations.
- Participate in interdepartmental projects and committees as needed and research information for completing special projects.
- Manage departmental budget, summarization of invoicing and expense reimbursement.
- Prioritize conflicting needs; handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures.
- Maintain file system and database management.

**Office Manager**:

- Supervise the Head Office Coordinator and ensure supplies and procedures are maintained
- Plan and execute head office activities and oversee daily functions.
- Duties will include general office management such as managing and planning office expansions, furniture, general layouts and vendor management.

**Event Planning**:

- Organize and plan a variety of company-wide events such as the annual holiday party, sales awards, client appreciation, departmental celebrations by overseeing all essential event details
- Ensure execution of all event related logistics.
- Coordinate extensive group travel for the sales team outlining detailed communications, agenda and budget portfolio.

**What you bring**:

- 7+ years' experience working as a senior level Executive Assistant, supporting C-level Executives or equivalent.
- Exceptional organizational and multitasking skills with excellent attention to detail is a must.
- Expert level written and verbal communication skills. Ability to convey ideas in a concise manner.
- Strong interpersonal skills; ability to build relationships with external and internal stakeholders.
- High professionalism, strong judgment and discretion when handling sensitive information and discussions.
- Demonstrated ability to meet deadlines in a fast-paced environment, adapting to changing circumstances.
- Ability to work in a collaborative team environment

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