Executive Assistant

Job Description

The Retail Executive Assistant (EA) provides consistently strong Executive level support as the primary liaison for a wide variety of internal and external stakeholders, on a diverse range of matters. The Retail EA optimizes and enhances the productivity of their assigned Executive and their occasional designate (VP Retail Experience & Operations, Senior Regional Directors) by providing seamless administrative support. Through championing the Indigo spirit and brand, this position provides a high level of service and support to all internal and external customers.

• Completion of projects/tasks on time, to specified standard
• Schedule is accurate and maintained in a timely manner
• Maintain excellent business relationships – customer satisfaction
• Timely and accurate submissions of documents, presentations and paperwork
• Planning and execution of sections of assigned Executive’s budgets, as assigned, on time, under budget, to respective specifications

• Facilitate smooth interaction between Executive and the company’s stakeholders by proactively managing the Executives’ calendars for optimal efficiency:
• Solicit understanding of meeting priority and coordinate times with other attendees, resolving scheduling conflicts independently
• Schedule appropriate meeting location/rooms/TEAMS
• Ensure Executive and their designate(s) has all materials required for meetings; prioritize and prepare documents that reflect the Indigo brand
• Distribute meeting materials, take minutes where necessary, provide technical support as needed, and execute any required follow up actions
• Follow‑up on deadlines and commitments to ensure all business items are appropriately executed; and support Executive on escalated customer service issues as needed
• Review and prepare documents, contracts, and reports for Executives’ signature
• Book and confirm all travel and hotel arrangements (international and domestic) for the Executive and occasional designate(s); prepare itineraries accordingly
• Ensure all key reports are generated, organized and distributed on time for the Executive
• Process and track invoices, business and personal expenses for the Executive
• Plan and execute on assigned departmental budgets by the Executives; this includes:
• Manage & track invoice payments, as well as assigned departmental budgets (taxi, Staples, catering, etc.)
• Set and adhere to departmental budgets, as applicable
• Retain and track all vendor/supplier contracts
• Plan and execute departmental events, including training events and offsite meetings
• Coordination and support planning and execution of an annual multi‑day summit; coordination will include facilities booking, catering, hotel and accommodation, travel support and other related activities for Executive and up to 200 attendees
• Lead or collaborate on special initiatives aimed at creating or improving an existing process in the department, on behalf of Executive and their designate(s)
• Plan for Board Meetings, large client, or vendor meetings
• Utilize AI and LLM‑based tools (e.g. Copilot) to enhance productivity, automate routine tasks, synthesize information across sources, and proactively anticipate executive needs and priorities while maintaining strict confidentiality and quality standards
• Challenge the status quo by consistently identifying areas for improvement, diagnosing issues and working to resolve them

• Collaborate with others to drive versatile and iterative solutions, quickly and easily
• Share technical knowledge with others and actively seek to learn from those more knowledgeable than yourself
• Help others see the impacts of their efforts and proactively engage other functions to get input
• Encourage others to freely share their point of view and be open to feedback

• Model Indigo’s beliefs and convey a positive image in everything you do
• Celebrate diversity of thought and open mindset
• Take an active role in fostering a culture of continual learning, taking risks without the fear of making mistakes
• Embrace, champion, and influence change through your team and/or the organization

• 5 to 10…