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About the Role

The Retail Executive Assistant (EA) provides strong executive-level support and acts as the primary liaison for internal and external stakeholders. This role optimizes and enhances the productivity of the assigned Executive and their designate by providing seamless administrative support, championing the Indigo spirit and brand, and delivering a high level of service.

Responsibilities

• Manage and optimize executive calendars for efficiency.
• Coordinate meeting times, locations, and necessary materials.
• Distribute meeting materials, take minutes, and execute follow-up actions.
• Follow up on deadlines and commitments, and support escalated customer service issues.
• Review and prepare documents, contracts, and reports for executive signature.
• Book and confirm all travel and hotel arrangements, preparing itineraries.
• Generate, organize, and distribute key reports.
• Process and track invoices and expenses.
• Plan and execute assigned departmental budgets, including managing invoice payments and tracking vendor contracts.
• Plan and execute departmental events, including training and offsite meetings.
• Coordinate and support the planning and execution of an annual multi-day summit for up to 200 attendees.
• Lead or collaborate on special initiatives to improve departmental processes.
• Plan for Board Meetings, large client, or vendor meetings.
• Utilize AI and LLM-based tools to enhance productivity, automate tasks, and synthesize information while maintaining confidentiality.
• Identify areas for improvement and work to resolve issues.
• Collaborate with others to drive flexible and iterative solutions.
• Share technical knowledge and learn from others.
• Engage other functions to get input and help others see the impacts of their efforts.
• Encourage sharing of points of view and openness to feedback.
• Model Indigo’s beliefs and convey a positive image.
• Celebrate diversity of thought and maintain an open mindset.
• Foster a culture of continual learning and taking risks.
• Embrace, champion, and influence change.

Requirements

• 5 to 10 years of experience as an Executive Assistant in a fast-paced environment.
• Demonstrated ability to self-start, prioritize multiple tasks, maintain attention to detail, and achieve results with limited direction.
• Strong customer service orientation.
• Troubleshooting and problem-solving abilities with the capacity for independent judgment and decision-making.
• Ability to build strong relationships and involve appropriate stakeholders.
• Ability to create executive-level visual presentations using PowerPoint and similar programs.
• Ability to handle confidential and sensitive materials.

Skills

• Advanced knowledge and proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Aptitude for learning new programs.
• Embraces emerging technologies (e.g., Copilot, LLMs) to drive productivity and enhance workflows, executive communications, and materials.

Work Type

• Contract
• Full-Time

Experience Level

• 5 to 10 years

Education Level

• College/University education

Salary/Compensations

• CAD 70000 - CAD 95000 - yearly

About the Company

• Indigo is a physical and digital place inspired by and filled with books, ideas, beautifully designed lifestyle products, and the creative people who help make it all happen.
• We believe in real books, living life fully and generously, being kind to each other and to the environment, and that stories — big and little — connect us.
• Indigo is our customer's happy place — for joyful moments of discovery and to connect with people who share their passion for reading, their belief in ideas, and their commitment to making the world a better and more beautiful place.
• Our Mission is to inspire reading and enrich the lives of booklovers.
• We believe in the power of people and their stories.
• We aim to attract top talent, nurture the potential of our employees, and create space for everyone to thrive.
• Our Guiding Principles are the few key ideas that are meant to influence everything we do, every day.
• We Will Hire, Inspire, Promote and Retain the Best – A’s Hire A’s
• We Will be Totally Customer Centric
• We Will Be Data Driven – System Thinking – Entrepreneurial
• We are Committed to True and Shared Value Creation
• We Will be Human-Centered and AI Enabled
• We are Committed to Caring About Each Other, Our Communities, Our Environment

Equal Opportunity

• Indigo uses artificial intelligence (AI) tools to assist with certain aspects of the hiring process, such as screening and assessments. These tools support our team but do not replace human judgment. We are committed to using AI responsibly, fairly, and in compliance with applicable employment and anti-discrimination laws. We regularly review these tools to help prevent bias or discrimination.
• At Indigo, Diversity, Equity, Inclusion, and Accessibility are core to our values. We integrate these principles into our training, policies, and hiring practices and continuously evolve to reflect the needs of the communities we serve.
• We welcome applicants from all backgrounds and lived experiences, including but not limited to individuals who identify as BIPOC (Black, Indigenous, and People of Colour), members of the LGBTQIA+ community, and persons with disabilities.
• If you require an accommodation during the recruitment process, please contact Human Resources at [email protected].