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 positive decisions
Ability to build strong relationships across the comp

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📌 Retail Executive Assistant (6 Month Contract) (Ontario)
🏢 indigobooksmusic
📍 Ontario