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Executive Assistant, Wholesale

2 weeks ago

Vernon, Canada Kal Tire Full time

Reporting to the Senior Vice President, Wholesale & Supply, the Executive Assistant (EA) role is a key resource which ensures the increased organizational efficiency for the leader and other senior management roles within the division. Day to day, with a focus on exceptional customer service, the EA will provide general administrative support across a variety of areas, as well as moderate to complex event and travel coordination for the team.

The role requires a high-level of confidentiality and professionalism as there are many stakeholders they will interact with day to day on a variety of sensitive and confidential matters. Also essential to the role is the ability to use discretion and politically sensitive judgment when performing the key functions of the position.

**Responsibilities**

Administrative Support
- Provides support to all stakeholders within the group (Sr. VP, VPs and Directors) by attending divisional meetings and events as required; facilitates all activities around the creation of meeting agendas, general event organization, preparation and distribution of meeting minutes, communication and follow-up of deadlines for meeting action items, supports senior leaders with ensuring the strategic objectives/goals of the meeting are achieved.
- Coordinates all travel arrangements up to and including booking of hotels, passports, flights, visas, country specific vaccination requirements, etc.; may support suppliers and customers with similar activities as needed.
- Works with the travel department to book flights, accommodations, meals (as required) for business purposes, maintain details in schedules and create travel detail packages (step by step itineraries, etc.) prior to trips; this includes local, national and international travel.
- Prepares and codes invoices and expense reports.
- Manages payroll changes/hires for the department; works with HR as required.Facilitates onboarding of new team members.

Reporting & Document Management
- Coordinates, prepares and gathers information to assist in the preparation of various department reports; actively follows up with applicable stakeholders to ensure all information is gathered and documented in an accurate and timely manner.
- Responsible for the processing and review of incoming correspondence, fielding inquiries, directing forms for signatures and processing as required.
- Maintains various files within a document management system such as dealer agreements with suppliers and others as required.
- Prepares PowerPoint presentations for various meetings a required.
- Provides professional back up for all Executive Assistants as required.

Event Coordination
- Organizes and coordinates all aspects of numerous off-site functions (client events, tradeshows, divisional meetings, etc.) as required.
- Coordinates with stakeholders such things as speaker requirements, meeting agenda, meeting room requirements, hotel reservations, travel, meals, catering, entertainment & activities; negotiates vendor contracts as required.

Other duties as required by the role.

**Experience**
- Minimum 5 years of experience in a senior administrative position within a medium to complex organization.

**Education**
- An Executive Administrative diploma / certificate, or equivalent combination of education and experience.

**Knowledge, Skills & Abilities**
- Demonstrated advanced experience with Office 365 including Word, Excel, PowerPoint, Publisher and Outlook.OneDrive, SharePoint and Teams experience an asset.
- Self-starter with the ability to work autonomously with little oversight/guidance.
- Demonstrated experience booking and coordinating executive level travel.
- High standards of ethics and confidentiality to handle sensitive information. Flexibility to thrive in a fast-paced and ever-changing environment.

**Special Requirements**
- Occasional travel
- Role is based from the Vernon Office (remote work options not available)
- Flexibility in work hours
- Overtime as required by the role

**Negotiable Requirements**

Experience in one of the following fields would be an asset:

- Travel and Tourism
- Event Planning

**About Kal Tire**

Kal Tire is the largest independently owned tire dealer in Canada with over 250 locations. Our business philosophy centers on exceeding our customers’ expectations and relies on our entrepreneurial team members to provide exceptional customer service.