Executive Assistant

Yamaha Motor Corporation (YMC) is a publicly listed Japanese Corporation in the business of manufacturing and distributing recreational product to dealers and customers around the world. YMC is a Kando creating company; “offering more excitement and a more fulfilling life for people”.

Yamaha Motor Canada Ltd (YMCA) is a subsidiary of YMC, responsible for distributing Yamaha Motor products to Canadian dealers and consumers. YMCA’s Vision is to “Create Lifelong Memories by Connecting People through Unique Canadian Outdoor Experiences”. YMCA executes its day-to-day activities in reference to its defined values, “Be Inclusive”, “Think Customer”, “Own it”, “Innovate Now”, “Trust & Integrity”, “Be Agile”, and “Drive results”.

**Position Information**
- **Department**:Corporate Services
- **Location**:480 Gordon Baker Road
- Hybrid
- **Status**:Full Time
- **Reports to**:President & Managing Director

**Summary of Responsibilities**

The Executive Assistant (EA) will be responsible for providing high-level administrative support to the executive team and helping with the execution of corporate events.

This role will focus on calendar management, detailed event preparation and execution, and maintaining travel arrangements.

**Key Duties & Responsibilities**

**Calendar Management and Administrative Support**
- Organize and manage calendars, travel plans, and expenses for the supported executives by proactively identifying and addressing potential issues, shifting priorities, and conflicts.
- Coordinate with internal teams and external stakeholders to organize business engagements.
- Handle expense reporting for supported executives, ensuring accuracy and compliance with corporate policies.
- Handle logistics for executive meetings, including orchestration of catering and set-up of boardrooms and ensure seamless execution.

**Travel Management**
- Work with 3rd party travel agency to arrange complex travel itineraries, including transportation, accommodations, and itineraries for business trips for employees across the company.
- Manage travel related expenses and reimbursements
- Adapt to last minute changes and ensure smooth transitions throughout travel schedule

**Event Coordination**:

- Manage calendar of key corporate events
- Working with internal and external event coordinators, plan and execute corporate events/meetings/conferences, including coordinating vendors, venues, and logistics.

**Automation and Efficiency**
- Identify and implement tools/processes to automate repetitive tasksMonitor and optimize administrative workflows - look into utilizing digital tools for solutions

**Experience Requirements**
- **Degree/Diploma**:Post-secondary education an asset
- **Program of Study**:Business Administration or related program (Office Administration, Executive Assistance, Public Relations, Human Resources, Etc.)
- **Years of Experience**:Minimum 3+ years
- **Type of Experience**:Working experience within a mid-sized corporate environment

**Skills and Abilities**
- Strong written and verbal communication skills, including ability to communicate effectively with all levels of the company.
- Effective organizational and administrative skills, capable of operating independently with mínimal direction.
- Ability to work independently, adapt to changing priorities and solving problems.
- Ability to assess sensitivity and confidentiality, adapting procedures as needed.
- Decisiveness and good judgment
- Demonstrated ability to effectively and efficiently handle multiple, simultaneous and complex projects and prioritiesHighly proficient in Microsoft products such as Excel, Word, PowerPoint and Outlook to provide support in the development of presentations, reports, and documents