Monday , May 20 2024

Chapters Employment – Executive Assistant

Website Chapters

Job Description:

The Executive Assistant plays a pivotal role in managing the efficient and effective office of the Chief Commercial Officer. This role provides consistently strong Executive level support as the primary liaison for a wide variety of internal and external stakeholders, including customers, on a diverse range of matters. The Executive Assistant optimizes and enhances the productivity of the Chief Commercial Officer 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.

Job Responsibilities:

  • Determine meeting priority and coordinating times with other attendees over multiple time zones
  • Screen, respond to and redirect Chief Commercial Officer’s mail and email, as appropriate
  • Monitor and resolve scheduling conflicts using independent judgement
  • Follow-up on deadlines and commitments to ensure all business items are appropriately executed
  • Review and prepare documents, contracts, and reports for Chief Commercial Officer’s signature
  • Schedule appropriate meeting location/rooms/TEAMS
  • Facilitate smooth interaction between the Chief Commercial Officer and the company’s stakeholders by proactively managing the Chief Commercial Officer’s calendar for optimal efficiency:
  • Distribute meeting materials, take minutes where necessary, provide technical support as needed, and execute any required follow up actions
  • Ensure Chief Commercial Officer has all materials required for meetings; prioritize and prepare documents that reflect the Indigo brand (letters, presentations, agendas, notes, templates, spreadsheets etc.
  • Track all expenses, prepare and submit expense reports for the Chief Commercial Officer
  • Managing & tracking invoice payments, as well as assigned departmental budgets (taxi, Staples, catering, etc.)
  • Plan and execute on assigned departmental budgets by the Chief Commercial Officer; this includes:

Qualification & Experience:

  • 7 to 10 years of experience as an Executive Assistant, with a minimum of three years supporting C-level executives
  • 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

Job Details:

Company: Chapters

Vacancy Type:  Full Time

Job Location: Toronto, ON, CA

Application Deadline: N/A

Apply Here