Retail Executive Assistant

• Contract
• Employee Type:
  Contract
• Full-Time/Part-Time:
  Full-Time
• Compensation: CAD 70,000 - CAD 95,000 - yearly

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 believein 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 customer's 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 GUIDING PRINCIPLES

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

• We Will Hire, Inspire, Promote and Retain the Best – A’s Hire A’s
• We Will be Totally Customer Centric
• We Will Be Data Driven – System Thinking – Entrepreneurial
• We are Committed to True and Shared Value Creation
• We Will be Human-Centered and AI Enabled
• We are Committed to Caring About Each Other, Our Communities, Our Environment

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
• As required, ensure sure 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…