The Executive Assistant/Administrative Specialist will work with stakeholders across the company (from Executives to Managers to Sales Representatives), delivering solutions that will ensure the maximum success & profitability for our team.
General Job Duties will include administrative support for CEO and members of the Executive Team as needed; manage CEO’s calendar and schedule; arranging travel, book and manage hotel reservations, transportation, logistics, catering and other services; screening emails, letters and liaison with Managers, Vendors and Customers on behalf of members of the Executive Team.
This role will provide strategic support on multiple projects and initiatives; support will range from administrative to troubleshooting (technical and process driven), to reporting to event planning, etc.
ABOUT OUR COMPANY: www.giftcraft.com
Our company has been in business for over 80 years, and for over 10 years we’ve been named one of Canada’s ‘Best Managed Companies’.
We proudly design, develop, and merchandise thousands of unique sku’s each year, across a growing number of categories including: Home Décor, Seasonal & Every Day Gifts, Fashion, Wellness and many more.
Today we service a network of more than 20K independent, specialty and boutique retailers across North America, as well as fulfill orders for large National Accounts in Canada and the US.
SPECIFIC JOB DUTIES INCLUDE:
- Coordinate and manage calendars and proactively organize time as required using expert judgment and discretion;
- Facilitate appointments, travel and reservations – including complex travel itinerary (Canadian and International)
- Handle daily office administrative tasks: answering phones and manage contacts
- Follow up on behalf of members of CEO on any outstanding issues
- Attend executive and other meetings (e.g. executive meetings, annual planning and budget meetings, project meetings) to capture information and assure thorough follow up;
- Participate in organization-wide projects that require additional management and support;
- Assist in producing reports; collection and assimilation of data; monitor project performance;
- Prepare materials for conference calls and meetings, including quarterly board meetings.
- Develop an organized and efficient system for managing paperwork, communication and process flow;
- Manage all channels of CEO and executive team internal communications, including monthly Newsletter and Instagram communication Hub.
- Respond to sales, executive calls and inquiries.
- Book appointments and develop new business opportunities with customers (over the phone and in person during tradeshows).
- Administrative reporting using advanced Excel skills on a regular and ad-hoc basis (Pivot Tables and VLOOKUP’s).
- Reconciliation of expense reports.
- Prepare PowerPoints, agendas and meeting materials as needed.
- Provide assistance to other departments as needed basis.
- Participate in the execution of special projects and other duties as appropriate and as needed.
- Other duties as assigned
WHAT YOU NEED TO BRING:
- Post-secondary education
- Minimum 6 years in a Corporate Administrative Support role (preferably in an EA role working with Executives - CEOs and/or VPs).
- Must be optimistic, solution oriented, creative, service oriented and have strong emotional awareness.
- Demonstrated ability to read other people’s signals and react appropriately to them.
- Demonstrated ability to maintain confidentiality on all work issues and opportunities.
- Systems savvy; previous experience with ERP systems and demonstrated ability to quickly learn new systems & software, as well as understand more complex procedures.
- Advanced MS Excel skills (Must be proficient using Pivot Tables, VLOOKUP and more)
- Proficient with Microsoft Office Suite (Outlook, Word, Power Point).
- Strong attention to detail; proven track record of thoroughness and accuracy to achieve desired results with little or no margin of error when accomplishing a task.
- Highly organized with the ability to effectively meet deadlines, prioritize workloads, and manage multiple projects in a fast pace environment.
