Country Executive Assistant

**Grow With Us**
Hudson is North America's leading travel retailer. For over 30 years, Hudson has met the needs and wants of travelers in more than 1,000 duty-free, duty-paid, and food & beverage stores. We couldn’t serve our customers, landlords, and partners in airports, commuter terminals, hotels, and casinos without the continued support of our greatest assets: our team members. We’re dedicated to hiring and training exceptional team members, who are committed to serving the customer as the Traveler’s Best Friend. We strive to ensure we’re fulfilling our team members' career potentials through training, skills-development, and career pathways - as our team members grow and succeed both personally and professionally, so does Hudson.

**The Executive Assistant position is for you, if you would enjoy**:

- Providing support to the EVP, Duty Free in the execution of his/her responsibilities by effectively managing the day-to-day operation of the Duty Free Team.
- Managing the administrative functions, establishing administrative procedures and guidelines related to the Duty Free Team.
- Acting as a liaison between the EVP and Cluster Offices (London, UK, Madrid, Spain, New Jersey USA) and head office (Basel, Switzerland) as well as external clients and in airport locations across North America.
- Salary
- $90,000 - $110,000 CAD / year

**Key Accountabilities - your team is counting on you as a Executive Assistant to**:
**Calendar Management**
- Shares access to EVP’s calendar to facilitate and communicate changes and keeps current all events impacting EVP’s availability
- Maintains EVP’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

**Business Partner**
- Draft communications and take notes during executive meetings
- Strategic partner with the ability to maintain confidentiality
- Liaison between all functions with the ability to collaborate between different pillars in the company
- Propose solutions

**Report Preparation & Support**
- Prepare various regular and ad hoc reports and presentations & creates, edits and distributes communications on behalf of EVP as required
- Prepares EVP’s expense reports, travel expense reports, medical expense submissions; monitors and tracks reimbursement on a timely basis. - Benefit Plan Administration & resolve issues/disagreements with benefit plan provider.

**Meeting Support & Event Planning**
- Represents EVP by attending meetings in the EVP’s absence; speaking for the EVP. Speaking on behalf of EVP on issues relating to the organization according to EVP’s instructions. Support with all administrative tasks.
- Leads or assists in planning and overseeing various events and receptions, meeting space for the EVP and provides details as needed

**Travel Planning**
- Coordinates complex travel plans and books flights/accommodations & maintains trip log
- Books hotels for visiting company guests & prepares travel insurance claims for EVP as required

**Administrative Systems**
- Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions or action items
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Follow up on deadlines and commitments to or from executives while exercising initiative in adapting procedures to address problems and affect resolution
- Conserves EVP’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications & anticipates issues and initiates appropriate action to ensure the most effective use of the EVP’s time
- Produces well written and visually appealing documentation, memos and business letters both confidential and regular
- Conducts relevant research to support projects and assists with project status updates
- Any other ad hoc tasks as assigned

Performs all other responsibilities as directed by the business or leadership team of which the team member is capable of performing.

**Executive Assistant Required Qualifications**:

- 5 years of experience supporting at an executive level or executive of boards
- Valid driver’s license and vehicle
- Strong knowledge of MS Office (Outlook, Word, Excel, PowerPoint, Microsoft Teams)
- Experience with Project Management tools preferred
- Strong and effective communication and presentation skills both oral and written to reflect corporate image
- High emotional intelligence to support executive level members
- Flexible and adaptable with global communication and cultural exposure
- Collaborative team work
- High attention to detail
- Adhere to company core values
- Great interpersonal people skills, time management, communication skills and effective organizational skills
- Experience in report preparation
- High level of judgment and familiar with business etiquette best practices
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