Executive Assistant
4 weeks ago
At Loblaw Companies Limited, we succeed through collaboration and commitment and set a high bar for ourselves and those around us. Whether you are just starting your career, re-entering the workforce, or looking for a new job, this is where you belong.
Executive Assistant - Job Description
Position Overview:
The Executive Assistant provides administrative support to four executive leaders in our Supply Chain, ensuring the seamless execution of daily operations. This role requires strong organizational skills, attention to detail, and professionalism in handling sensitive matters. The Executive Assistant will act as a trusted partner to help executives focus on strategic priorities by managing administrative and operational responsibilities effectively.
Key Responsibilities:
1. Administrative Support
1. Provide administrative support to four Supply Chain executives.
2. Manage calendars, scheduling, and email communications with efficiency and confidentiality.
3. Prepare and manage correspondence, reports, and presentations with accuracy and professionalism.
4. Maintain organized systems for record-keeping, filing, and documentation of confidential materials.
5. Provide professional telephone etiquette, screening, prioritizing, and responding to calls with urgency.
2. Meeting and Event Management
1. Coordinate meetings, including scheduling, preparing agendas, and ensuring follow-up on action items.
2. Assist in planning internal team meetings and department events.
3. Support logistics for larger company-wide events, as needed.
3. Travel and Expense Management
1. Arrange domestic and international travel, including accommodations, itineraries, and logistics.
2. Process expense reports with accuracy and timeliness, adhering to company policies.
4. Stakeholder Liaison
1. Act as a point of contact between executives and internal/external stakeholders, fostering strong relationships across all levels.
2. Represent executives in communications with professionalism and discretion.
3. Screen, prioritize, and address inquiries, ensuring prompt and appropriate responses.
4. Work core business hours Monday through Friday but must remain accessible during evenings and weekends to address time-sensitive matters, ensuring seamless support for executives in a 24/7 supply chain environment.
5. Office Operations and Other Duties
1. Support office operations and ensure adherence to company procedures and protocols.
2. Provide support for ad hoc tasks, such as compiling reports, coordinating presentations, and handling personal tasks for executives when necessary.
3. Other assigned duties as required.
What You Bring:
1. Experience and Skills
1. Minimum 5-7 years of progressive experience in executive-level administrative support, preferably in a dynamic corporate environment.
2. Proven expertise in managing multiple priorities in a fast-paced, high-pressure setting.
3. Exceptional written and verbal communication skills with the ability to interact effectively across all levels of the organization.
4. Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint).
2. Personal Competencies
1. Discretion and Integrity – Strong commitment to confidentiality, ethics, and compliance.
2. Organizational Excellence - Highly organized with the ability to multitask and prioritize complex workloads.
3. Problem-Solving - A proactive approach to anticipating needs and resolving challenges independently.
4. Interpersonal Savvy - Strong ability to build relationships and influence stakeholders positively.
5. Professional Demeanor - Polished, poised, and adept at navigating high-pressure environments with tact and diplomacy.
6. Flexibility - Resourceful and adaptable to shifting priorities and last-minute changes.
3. Additional Qualifications
1. Familiarity with business etiquette and executive support best practices.
2. Experience managing executive requests, including personal tasks.
3. Limited or no travel requirements, unless otherwise specified.
Why This Role Matters
The Executive Assistant plays an important role in enabling executives to operate efficiently by handling critical administrative responsibilities. Through strong organization, proactive problem-solving, and effective communication, this role contributes to the success of the broader team.
Our commitment to Sustainability and Social Impact is an essential part of the way we do business, and we focus our attention on areas where we can have the greatest impact. Our approach to sustainability and social impact is based on three pillars – Environment, Sourcing and Community – and we are constantly looking for ways to demonstrate leadership in these important areas. Our CORE Values – Care, Ownership, Respect and Excellence – guide all our decision-making and come to life through our Blue Culture. We offer our colleagues progressive careers, comprehensive training, flexibility, and other competitive benefits – these are some of the many reasons why we are one of Canada's Top Employers, Canada's Best Diversity Employers, Canada's Greenest Employers & Canada's Top Employers for Young People.
If you are unsure whether your experience matches every requirement above, we encourage you to apply anyway. We are looking for varied perspectives which include diverse experiences that we can add to our team.
We have a long-standing focus on diversity, equity and inclusion because we know it will make our company a better place to work and shop. We are committed to creating accessible environments for our colleagues, candidates and customers. Requests for accommodation due to a disability (which may be visible or invisible, temporary or permanent) can be made at any stage of application and employment. We encourage candidates to make their accommodation needs known so that we can provide equitable opportunities.
Please Note:
Candidates who are 18 years or older are required to complete a criminal background check. Details will be provided through the application process.
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