Retail Executive Assistant (7 Month Contract)

Indigo Books & Music • Toronto, ON

8d • CA$70,000 - CA$95,000 • Onsite

About The Position

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.

Requirements

• 5 to 10 years of experience as an Executive Assistant in a fast paced environment
• College/University education
• Demonstrated ability to self-start, prioritize multiple tasks, maintain attention to detail, and get things done with limited direction
• Strong customer service orientation
• Troubleshooting and problem-solving abilities; able to exercise independent judgment and make good decisions
• Ability to build strong relationships across the company and to know when and how to involve others outside of own department to get things done
• Technologically savvy – advanced knowledge and proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook) and an aptitude for new programs
• Embraces emerging technologies (e.g., Copilot, LLMs) to drive productivity and enhance the quality, accuracy, and efficiency of workflows, executive communications and materials.
• Ability to create executive level visual presentations using PowerPoint and similar programs
• Ability to handle confidential and sensitive materials

Responsibilities

• Proactively manage the Executives’ calendars for optimal efficiency, soliciting understanding of meeting priority and coordinating 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.
• Ensure 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 managing and tracking invoice payments, as well as assigned departmental budgets (taxi, Staples, catering, etc.), setting and adhering to departmental budgets, and retaining and tracking all vendor/supplier contracts.
• Plan and execute departmental events, including training events and offsite meetings.
• Coordinate 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 activities for Executive and up to 200 attendees.
• Lead or collaborate on special initiatives aimed at creating or improving an existing process in the department, on behalf of Executive and their designate(s).
• Plan for Board Meetings, large client, or vendor meetings.
• Utilize AI and LLM-based tools (e.g. Copilot) to enhance productivity, automate routine tasks, synthesize information across sources, and proactively anticipate executive needs and priorities while maintaining strict confidentiality and quality standards.
• Challenge the status quo by consistently identifying areas for improvement, diagnosing issues and working to resolve them.
• Collaborate with others to drive flexible and iterative solutions, quickly and easily.
• Share technical knowledge with others and actively seek to learn from those more knowledgeable than yourself.
• Help others see the impacts of their efforts and proactively engage other functions to get input.
• Encourage others to freely share their point of view and be open to feedback.
• Model Indigo’s beliefs and convey a positive image in everything you do.
• Celebrate diversity of thought and have an open mindset.
• Take an active role in fostering a culture of continual learning, taking risks without the fear of making mistakes.
• Embrace, champion, and influence change through your team and/or the organization.

Benefits

• Diversity, Equity, Inclusion, and Accessibility are core to our values. We integrate these principles into our training, policies, and hiring practices and continuously evolve to reflect the needs of the communities we serve.
• If you require an accommodation during the recruitment process, please contact Human Resources at [email protected].

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree