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Executive Assistant
Holt Renfrew
Ontario Toronto, , Canada
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At Holt Renfrew our mission is to present exceptional experiences together with the finest luxury products for life’s every day and extraordinary moments. The Executive Assistant defines the luxury lifestyle shopping experience through building lasting relationships with our people, customers and partners by provides exceptional administrative support to the Senior Vice President, as well as handles overflow work for the team when required.
Specific responsibilities include (but are not limited to) the following:
• Schedule all meetings and manage/maintain dynamic calendar of SVP
• Review and handle all correspondence including drafting of responses and produce official correspondence as required
• Manage incoming/outgoing email, and prioritize items as necessary
• Book and manage heavy travel schedule including all arrangements, including international travel
• Track, record and prioritize all items requiring action and ensure follow-up in a professional and timely manner
• Maintain SVP’s online and paper filing system
• Administer SVP’s expense system, track and ensure accuracy and timeliness of invoices and expense reports
• Prepare and coordinate material and catering for key meetings, including creation and enhancement of presentation and support materials
• Be available for personal requests as necessary
• Act as gatekeeper for incoming calls, requests, and meetings
• Other duties as assigned including errands as deemed necessary to maximize efficiency of SVP
• Complies with all Health & Safety policies and requirements
• Assist with maintaining schedules and vacation schedules for team
The ideal candidate:
• A minimum of 8-10 years of progressive administrative experience; including 5+ years supporting a Senior Level Executive
• Proven success in a high volume work and shifting priority environment
• Advanced proficiency in MS Word, Excel, Power Point, Outlook, Internet
• Experience with coordinating complex travel arrangements and heavy calendar management is a must
• Driven to over-achieve and exceed expectations
• Ability to work under stressful situations and time pressures
• Thinks customer and provides customer focused solutions
• Methodical; ability to plan and organize with good attention to detail
• Sensitivity to confidential information
• Strong communicator; demonstrates professionalism, empathy, influencing, and interpersonal skills, combined with clear written / verbal communications
The measures of success:
• Contribution to financial objectives
• Individual objectives linked to the achievement of department goals
• Feedback from internal and external clients
• Leadership behaviors - all employees at Holt Renfrew are expected to:
◦ Inspire with Service
◦ Lead with Passion
◦ Own it with Pride
◦ Earn lasting Relationship