Retail Executive Assistant (6-Month Contract)

About the role

Indigo is hiring a Retail Executive Assistant for a 6-month contract in Toronto. The EA provides executive-level support as the main liaison for internal and external stakeholders, optimizing the productivity of the assigned Executive (VP Retail Experience & Operations, Senior Regional Directors) and their occasional designates. The role reports to the SVP, Retail and the Manager Once Removed (Chief Customer Officer).

Key responsibilities

• Manage the Executive's calendar, coordinate meeting times and locations, and prepare branded meeting materials and minutes.
• Prepare documents, contracts and reports for signature, and follow up on deadlines and escalated customer service issues.
• Book and confirm travel and hotel arrangements, prepare itineraries, and generate and distribute key reports on time.
• Process and track invoices and expenses, manage invoice payments and departmental budgets, and retain and track vendor contracts.
• Plan and run departmental events, trainings and offsites, and support the annual multi-day summit (facilities, catering, accommodation, travel).
• Plan Board meetings and large client or vendor meetings, and lead or collaborate on process-improvement initiatives.
• Use AI and LLM tools (e.g., Copilot) to boost productivity while keeping confidential material secure.

Required profile

• 5 to 10 years of experience as an Executive Assistant in a fast-paced environment.
• College or university education.
• Self-starter who can prioritize multiple tasks and work with limited direction, with strong customer service orientation.
• Ability to build relationships across the company and handle confidential material.

Required skills

• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to create executive-level presentations in PowerPoint.
• Aptitude for new programs and emerging technologies such as Copilot and LLMs.