Executive Assistant

2 weeks ago

Richmond Hill, Canada Mazda Canada Inc. Full time

At Mazda, we love sharing the beautiful machines we craft with the world. But even more, we love building relationships with the people who help make it all possible. We are a team of passionate car fanatics with an incurable love affair with the road. We continually strive to challenge the status quo and make it our mission to put people, quality, and experiences before transactions. Ground-breaking technologies and our latest 7th generation products are just the tip of the iceberg. If you possess an unwavering commitment to delivering service excellence and a strong desire to shatter industry stereotypes, Mazda Canada is looking for you.

This Executive Assistant located in the Richmond Hill office will be on a hybrid work arrangement and reporting directly to the President & CEO of Mazda Canada.

The individual in this role will be responsible for providing administrative support to the President & CEO, Senior Leadership Team as well as various departments. Key support includes the daily distribution of related materials, correspondence, confidential communications, calendar management, assisting with special requests and coordination of visits and meetings as well as general office administrative duties. The Executive Assistant will also be the lead on coordinating meetings, events, and Employee Wellness Programs.

**Essential Duties include (but are not limited to)**:

- Schedule and attend biweekly Mazda Canada Inc. Executives/Dealer Council meetings while accounting for meeting minutes, monthly 1:1 individual Executive meetings with the President, monthly Product meetings, all Dealer Partner Calls, Employee Town Halls, monthly Charity Committee meetings, Grassroots Meetings, etc.
- Assist with special requests and coordination of visits and meetings such as monthly Product meetings, weekly Executive meetings, annual Field Staff Meetings & Employee Meetings on an ongoing basis.
- Schedule Dealer Council “only” calls/meetings with Dealer Council Chairman monthly via. Microsoft Teams.
- Hire interpreters and translators for the Montreal and Quebec Grassroots Meetings and All Dealer Partner Calls.
- Plan and create an itemized itinerary and arrange accommodations, transfers/flights and meals for Mazda Japan Corporation visitors, Dealer Council members and executives on an as needed basis.
- Socialize and coordinate Town Halls, Surveys and support finalization of documents for monthly All Dealer Partner Calls, Employee Town Halls, Grassroots Meetings, etc.
- Plan and organize Employee Events such as: Family Day, All Employee Meetings & Holiday Lunch as required.
- Collaborate with President & CEO to research, plan, budget and coordinate a Holiday Gift for all employees on an annual basis.
- Provide administrative support to the President & CEO, Senior Leadership Team and various departments including daily distribution of related materials, correspondence, confidential communication and calendar management.
- Assist with the general office administrative duties, such as filing, processing invoices, creating purchase orders’ & expense reports through Concur system.
- Lead, budget and review contracts for Wellness Programs (Boot camps/Body Comps/Gym Requirements & Seminars and Yoga) on an annual basis.
- Distribute correspondence to employees and internal team captains and order clothing if required for team events (Baseball (May to September), Volleyball (3 Times/Year), Basketball Leagues (May
- June), annual Oak Ridge’s Moraine Relay).
- Coordinate with Charity Committee to set up Charity Events quarterly.
- Liaise with the Public Relations department and distribute re-election correspondence for Dealer Council Members when re-election is requested.
- Maintain Corporate Calendar updates on both One.Mazda and Mazda Canada Inc. internally on an ongoing basis

**Qualifications**
**(Experience, Knowledge & Skills Required)**:

- Completed post-secondary diploma or degree in Business Administration, or a related field
- 3-5 years of experience as an Executive Assistant or relevant experience
- Strong ability to multitask, prioritize, organize and complete tasks in a timely manner
- Strong interpersonal skills, effectively liaise with team members, managers and senior leaders
- Solid knowledge of Microsoft Office skills (Word, PowerPoint, Excel, and Outlook)
- Excellent verbal and written communication skills
- Good attention to detail
- Strong problem-solving skills
- Comfortable working in a fast paced, high volume environment
- Ability to work both independently and in a team setting

If you are interested in pursuing this position, please submit your cover letter and resume by
**March 24, 2023.**

**Mazda Canada Inc. is an Equal Opportunity Employer and upon request by the applicant, accommodations will be provided in all parts of the hiring process.**

**Thank you for your interest in Mazda Canada Inc.

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