Executive Administrative Coordinator

4 weeks ago

Calgary, Alberta, Canada Canadian Tire Corporation Full time

Key Responsibilities

The Executive Administrative Coordinator will deliver comprehensive administrative, managerial, and organizational support to the Vice President of Product Development and Innovation, as well as the Vice President of Global Sourcing. The ideal candidate will possess a dynamic energy and extensive experience as an executive assistant, showcasing a high level of professionalism, business acumen, and discretion. This position is perfect for a self-motivated individual who takes pride in providing exceptional support to senior executives and is enthusiastic about organizing critical business events and corporate travel, recognizing the importance of representing the VPs effectively.

  • Demonstrated success in an administrative capacity
  • Exceptional professionalism, business maturity, sound judgement, and common sense
  • Strong organizational abilities with meticulous attention to detail and accuracy
  • Adaptability and capability to excel in a fast-paced environment
  • Ability to maintain confidentiality regarding sensitive information
  • Conduct research and gather information as needed
  • A positive attitude and a commitment to contributing effectively
  • Proactive in identifying and resolving potential challenges
  • Skilled in navigating diverse personalities and negotiating when necessary
  • Manage incoming correspondence, prioritizing and directing as appropriate for the Vice Presidents
  • Facilitate and coordinate staff relocations
  • Take personal responsibility for tasks and outcomes
  • Critical thinker with a commitment to continuous learning
  • Responsibilities include: managing all administrative functions such as dynamic calendar oversight, meeting arrangements (including A/V and catering), guest transportation, expense management, travel logistics, enhancing filing systems, and ordering supplies to ensure operational efficiency. Organize quarterly business review meetings and annual planning sessions, compiling necessary information for VP review. Schedule monthly and quarterly planning meetings, including agenda preparation, catering orders, and presentation material organization. Serve as the primary contact for external vendors, ensuring timely and reliable responses to inquiries. Onboard new team members and coordinate team events and quarterly meetings.

The successful candidate will collaborate effectively with various business units and cross-functional teams, providing support to colleagues across multiple time zones. The Product Development and Sourcing teams are primarily based in Toronto and Calgary, with a smaller team in Vancouver, while the Global Sourcing teams operate from Toronto and various locations throughout Southeast Asia.

Qualifications

  • Over 5 years of experience supporting executive-level personnel in a fast-paced or professional environment
  • Advanced proficiency in Adobe and Microsoft Office Suite; familiarity with Concur and Coupa is advantageous
  • Excellent written and verbal communication skills
  • High degree of independence and reliability in completing tasks
  • Proven ability to manage multiple priorities simultaneously, take initiative, and exercise sound judgement
  • Strong capability to build valuable relationships within the organization
  • Positive demeanor with the ability to perform well under pressure with minimal supervision
  • Provide professional administrative support in a courteous, respectful, and friendly manner
  • Highly professional with executive presence, tact, and political awareness
  • Willingness to occasionally monitor emails outside of regular hours
  • Availability to work onsite three days a week
  • Prepared to provide backup support to other Administrative Assistants within the division

Work Environment

We embrace flexibility in our work arrangements. Our hybrid work model allows employees to balance in-office and virtual work to achieve optimal outcomes. Each leader is empowered to determine the most effective approach for their team based on specific needs.

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