Executive Assistant to the VP

Joining our team has its advantages!

- Flexible schedule to promote work/life balance

- Telecommuting in hybrid mode

- Group insurance from the first day

- Very competitive pension plan

- Generous holiday policy

- Personal days

- Employee Assistance Program

- Free parking

- Opportunity for professional development

SUMMARY:

This role provides an exciting opportunity to be at the core of a dynamic and evolving Marketing, Loyalty, Consumer Intelligence and Digital Strategy team. As the Executive Assistant, you will play an important role in shaping the efficiency of department operations, contributing to impactful marketing initiatives, and supporting the internal events of our Ontario office throughout the year. If you thrive in a fast-paced, collaborative environment and have a passion for organization and execution, we invite you to apply!

SPECIFIC RESPONSIBILITIES:

Departmental Support for Marketing, Loyalty, Digital Strategy, Consumer Insights

- Oversee office operations by supporting departments logistical needs, from scheduling of meetings to sharing of information 

- Maintain and track project-based work, reports, contact lists, organizational charts, and other key files as assigned.

- Prepare and distribute memos, letters, reports, and other key documents.

- Complete security requests for new hires and manage additional permissions as required.

- Follow up on vendor invoices and manage department supply orders.

Executive Support for Department Leads     

- Manage appointments and availabilities for the VP Loyalty and Senior Directors of Marketing for Ontario, ensuring all scheduling needs are met with utmost efficiency.

- Coordinate and arrange all travel-related requirements, including flights, accommodations, transportation, and travel log updates.

- Prepare and submit travel expense reports, as well as oversee company car-related tasks.

- Prepare and submit department timesheets to Payroll for processing.

- Review and summarize reports and documents, preparing supporting materials as needed.

- Receive and screen email communications, prioritizing and channeling messages appropriately.

- HR Department Administration, Vacation Summary and Payroll tracking

Event Planning and Execution for the Ontario Food Division

- Support the planning and execution of key internal events: Employee BBQ, Annual Charity Golf Tournament, Store Manager Conference (SMC) and Holiday Luncheon 

- Organize and coordinate the yearly Ontario Marketing Townhall, including logistics, speaker coordination, and ensuring seamless execution of the event. 

- Assess conference and location sites for potential events 

- Participate in our internal planning and review executive sessions 

QUALIFICATIONS:

- Minimum of 5 years of experience in an executive or administrative support role, preferably in a corporate environment.

- Exceptional organizational and time-management skills with the ability to manage multiple priorities.

- Confident with senior executives; ability to establish relevant relationships across senior teams. 

- Strong written and verbal communication skills.

- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant software.

- High level of discretion and confidentiality when handling sensitive information.

- Ability to work independently, exercise sound judgment, and demonstrate initiative.

- Strong interpersonal skills and the ability to collaborate effectively with multiple stakeholders.

- Experience in event planning and coordination is an asset.