Executive Assistant

Arterra Wines Canada•Mississauga, ON

21d•CA$65,942 - CA$90,670•Hybrid

About The Position

Who We Are: At Arterra Wines Canada, we aim to inspire the simple joys of life, and we come to work every day with a shared passion to build wine brands people love. As a pioneer in the Canadian wine industry with 150 years of experience, our success is driven by our people. We work together with integrity and pride, striving to reach our fullest potential every day, and we’re looking for people who do the same. We are undergoing a pivotal transformation, actively in search of dynamic individuals poised to make a substantial impact within our ever-evolving organization. Are you someone who embraces change and excels in diverse roles that span across various functions? If so, we look forward to hearing from you! Job Summary: As a proactive and solutions-oriented professional with strong organizational and multitasking abilities, the Executive Assistant provides high-level administrative support to the Executive Vice President, Marketing & Growth, Executive Vice President, Supply Chain & Operation and Executive Vice President, Sales. Acting as a key representative of these offices, the Executive Assistant serves as a liaison between senior leadership, employees, internal and external stakeholders, and the public. This role is responsible for supporting day-to-day operations through effective calendar management, meeting coordination, document and presentation preparation, and travel planning and logistics.

Requirements

Post-secondary education is required
Minimum of eight (8) years’ experience in an administrative role with experience supporting senior executives is required.
Planning and Organizational Skills - Develops short-range and long-range plans that are realistic and effective in meeting goals. Sets clear goals and effectively monitors progress
Strong Communication Skills - Demonstrates the ability to organize and communicate information effectively both in writing and in oral communications, including group presentations
Strong ability to deal with people and issues with strict confidentiality
Bias for Action/Delivers Results - Displays a sense of urgency. Focuses on specific, ambitious goals. Follows through on commitments. Demonstrates a sense of personal accountability for achieving results
Adaptability and Flexibility - Functions effectively within ever-changing environments. Easily adjusts to multiple demands, shifting work priorities, ambiguity, adversity and change. Is resilient and calm under pressure. Learns and applies new concepts quickly and effectively.
Interpersonal Skills - Builds effective relationships with people at all levels. Demonstrates good listening skills one-on-one and in groups. Relates to people in an open and friendly manner. Treats all people with respect
Problem Solving and Analytical Skills - Gathers all relevant information in a proactive, systematic and efficient manner. Grasps complexities and perceives relationships among problems and issues. Determines sound courses of action. Knows when to involve others in problem-solving
Microsoft Application Skills - Strong working knowledge of Outlook, Excel, Word, and PowerPoint.
Ability to think independently and make decisions
Superior organization and prioritization skills
Excellent interpersonal and communication skills with the ability to act diplomatically and with tact
Ability to manage budget expenses
Flexibility in hours of work is required on occasion

Nice To Haves

Knowledge of and experience working with ERP and HR systems an asset
Bilingual French and English is considered an asset

Responsibilities

Develop and maintain relationships w/ internal and external personnel to ensure open communication and prevent conflicts
Manage incoming calendar requests including proactively resolve calendar conflicts
Schedule meetings, agenda preparation, minutes/action item taking, catering and IT coordination as required
Book travel, transfer arrangements and travel documents
Prepare and manage expenses for respective leaders
Budget management for assigned cost centers, preparing PO’s and supporting execution and approval of relevant vendor invoices
Preparation and formatting of PowerPoint presentations, Excel spread sheets and Word documents etc. as required
Review and prepare reports as requested
Provide back-up support to EA that supports the President and Executive Vice President, Finance, IT, Legal & Risk.
Collaborate closely with other EA to ensure continuity of support, alignment on priorities and efficient coordination across executive team.
Other responsibilities/projects as required