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Executive Assistant
4 months ago
Administrative
Respond to requests and information on their behalf, liaising with internal and external contacts. Act as the point-of-contact for the Executive Team, ensuring correspondence, communications and requests are processed promptly. Maintain, coordinate and organize executives’ schedules, calendar and in-box management, including overseeing and arranging many active appointments. Monitor, respond to and/or re-direct emails and phone calls to ensure timely and appropriate response and proactively bring forward calendar items for follow-up and/or action. Arrange appointments and organize internal and external meetings and events, which can include booking meeting rooms/venues, arranging catering, preparing meeting materials, preparing mail invites and coordinating rsvp follow-up. Draft, review and send communications on behalf of the Executives. - Prepare, compose and format correspondence, presentations, reports, documents, briefs, support materials for meetings, projects and various committees. Coordinate complex travel arrangements for the leadership and sales teams, often requiring various changes and rescheduling. Detailed international travel arrangements for team celebrations and achievements. Manage the donation process for internal and external community donations. Participate in interdepartmental projects and committees as needed and research information for completing special projects. Manage departmental budget, summarization of invoicing and expense reimbursement. Prioritize conflicting needs; handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures. Maintain file system and database management.
Office Manager
Supervise the Head Office Coordinator and ensure supplies and procedures are maintained Plan and execute head office activities and oversee daily functions. Duties will include general office management such as managing and planning office expansions, furniture, general layouts and vendor management.
Event Planning
Organize and plan a variety of company-wide events such as the annual holiday party, sales awards, client appreciation, departmental celebrations by overseeing all essential event details Ensure execution of all event related logistics. Coordinate extensive group travel for the sales team outlining detailed communications, agenda and budget portfolio.
What you bring
7+ years' experience working as a senior level Executive Assistant, supporting C-level Executives or equivalent. Exceptional organizational and multitasking skills with excellent attention to detail is a must. Expert level written and verbal communication skills. Ability to convey ideas in a concise manner. Strong interpersonal skills; ability to build relationships with external and internal stakeholders. High professionalism, strong judgment and discretion when handling sensitive information and discussions. Demonstrated ability to meet deadlines in a fast-paced environment, adapting to changing circumstances. Ability to work in a collaborative team environment. Self-motivated with a positive approach. Proactive problem-solver with strong decision-making capability. Forward thinking individual who actively seeks opportunities and proposes solutions. High proficiency in MS Suite tools including PowerPoint, Word, Excel and a proactive approach to tools and technology to improve efficiency. Class 5 driving license and access to a vehicle.
Bonus Points ...
Experience in the retail industry preferred Bachelor’s degree preferred Strong project planning is an asset
Why Join Trail
Paid time off Generous employee discounts Employee Recognition Program Gym membership discount Professional Development Programs Career Progression Company events INDHPWe inspire possibilities, make shopping ridiculously easy, and help create special moments at home. Are you ready to meet your team?