Executive Assistant

Company Description

Indigo is a physical and digital place inspired by and filled with books, ideas, beautifully designed lifestyle products, and the creative people who help make it all happen. We believe in real books, living life fully and generously, being kind to each other and to the environment, and that stories — big and little — connect us.

Indigo is our customers' happy place — for joyful moments of discovery and to connect with people who share their passion for reading, their belief in ideas, and their commitment to making the world a better and more beautiful place.

Our Mission is to inspire reading and enrich the lives of book lovers. As such, we believe in the power of people and their stories. We aim to attract top talent, nurture the potential of our employees, and create space for everyone to thrive. Our Guiding Principles are the few key ideas that are meant to influence everything we do, every day.

• We Will Hire, Inspire, and Retain the Best
• We Will Be Totally Customer Centric
• We Are Committed to Caring About Each Other, Our Communities, and Our Environment
• We Will Be Data Driven – System Thinking – Entrepreneurial
• We Will Be Committed to True and Shared Value Creation

The Executive Assistant (EA) provides consistently strong Executive level support as the primary liaison for various internal and external stakeholders on a diverse range of matters across two Executives. The EA optimizes and enhances the productivity of their assigned Executives by providing seamless administrative support. By championing the Indigo spirit and brand, this position provides high service and support to all internal and external customers.

• Completion of projects/tasks on time, to the 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 Executives’ budgets, as assigned, on time, under budget, to respective specifications

• Facilitate smooth interaction between Executives and the company’s stakeholders by proactively managing the Executives’ calendars for optimal efficiency:
• Determine meeting priority and coordinate times with other attendees, resolving scheduling conflicts independently
• Schedule appropriate meeting location/rooms/TEAMS
• Ensure Executives have 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.
• Screen, respond to and redirect Executives’ mail and email, as appropriate; follow up on deadlines and commitments to ensure all business items are appropriately executed; and support Executives’ on escalated customer service issues as needed.
• Follow-up on deadlines and commitments to ensure business items are executed
• Review and prepare documents, contracts, and reports for Executives’ signature.
• Ensure that all key reports are generated, organized and distributed on time as required.
• Process and track invoices and expenses for the Executives
• Plan and execute assigned departmental budgets by the Executives; this includes:
• Manage & track invoice payments and assign 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
• Lead or collaborate on special initiatives to create or improve an existing process in the department on behalf of Executives.
• Book and confirm all travel and hotel arrangements (international and domestic) for the Executives prepare itineraries accordingly
• Plan for Board Meetings, large client, or vendor meetings
• Act as an advocate for the customer by placing them at the forefront of all decision-making and design processes
• Proactively identify and anticipate customer expectations and needs
• Embrace and seek out technology that creates high-tech and high-touch solutions for Indigo’s…