Retail Executive Assistant (7 Month Contract)

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 GUIDING PRINCIPLES 

Our Mission is to inspire reading and enrich the lives of booklovers. As such, 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

Job Description

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

Qualifications

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 good decisions
• Ability to build strong relationships across the company and to know when and how to involve others outside of own department to get things done
• Technologically savvy – advanced knowledge and proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook) and an aptitude for new programs
• Embraces emerging technologies (e.g., Copilot, LLMs) to drive productivity and enhance the quality, accuracy, and efficiency of workflows, executive communications and materials.
• Ability to create executive level visual presentations using PowerPoint and similar programs
• Ability to handle confidential and sensitive materials

Additional Information

This posting is for a new opportunity within Indigo.

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  Voir email sur jobs.smartrecruiters.com.