Retail Executive Assistant (7 Month Contract)

Benefits

Additional Information

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. KEY PERFORMANCE METRICS 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 KEY ACCOUNTABILITIES Functional 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 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 People 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 Cultural 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 SCOPE Reports to: SVP, Retail Manager once Removed (MOR): Chief Customer Officer KEY RELATIONSHIPS Internal: Executive Assistant to the CEO Executive Assistants in other departments Office Services Executive Team Executives' Direct Reports Executive's primary business partners External: Service providers, vendors, and customers Work Experience / Education / Certifications 5 to 10 years of experience as an Executive Assistant in a fast paced environment College/University education Competencies / Skills / Attributes 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 comp

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Company Intel

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