Executive Assistant

A well-established Canadian luxury retail organization is seeking a driven and detail-oriented Executive Assistant to join its team in a dynamic, fast-paced environment. This role goes beyond traditional administrative support and offers the opportunity to contribute meaningfully to operational effectiveness and executive productivity.

The ideal candidate is a proactive self-starter with exceptional organizational abilities, strong communication skills, and the ability to manage multiple priorities while collaborating across a diverse team.

Responsibilities

• Proactively manage complex calendars, meetings, and conference calls for two senior executive leaders while navigating shifting priorities.
• Provide strategic calendar oversight by assessing scheduling priorities, identifying conflicts, and ensuring alignment with business objectives and executive commitments.
• Manage executive inboxes, flagging urgent matters, drafting correspondence, and ensuring timely follow-up and responses.
• Prepare professional meeting agendas, presentations, briefing materials, and follow-up documentation.
• Coordinate domestic and international travel arrangements, itineraries, and logistics.
• Build and maintain strong working relationships with internal and external stakeholders to support the efficient completion of key initiatives.
• Exercise sound judgement when balancing competing priorities and collaborating across departments.
• Provide high-level administrative and operational support for a variety of business functions.
• Prepare and edit documents, reports, spreadsheets, and presentations using Microsoft Office applications while maintaining organized shared files and records.
• Handle sensitive and confidential information with professionalism and discretion.
• Support special projects and complete assignments within established timelines. 

Skills & Qualifications

• Excellent written and verbal English communication skills.
• Highly organized with exceptional attention to detail and strong time management abilities.
• Ability to thrive in a fast-paced, evolving environment.
• Strong interpersonal skills with the ability to build rapport across all levels of an organization.
• Self-motivated with a proactive, solutions-oriented mindset.
• Positive attitude, adaptability, and willingness to learn.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and related tools.
• Experience preparing meeting minutes and coordinating executive-level meetings.

Education & Experience

• Postsecondary education in business administration, communications, or a related field, or an equivalent combination of education and experience.
• 5+ years of experience supporting senior executives, ideally within a luxury retail organization.
• Demonstrated professionalism, discretion, and ability to handle confidential information.
• Executive Assistant certification is considered an asset.
• Strong communication, interpersonal, and cross-functional collaboration skills.

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This job posting is for a current vacancy with our client.

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