Executive Assistant

Job summary

The Executive Assistant provides comprehensive administrative support to senior leadership, including managing complex schedules, meetings, and communications. They are responsible for preparing business documents, tracking action items, and ensuring all reports meet company standards.

Job details

About Us Established in 1982, Bulk Barn is Canada's largest bulk food retailer with close to 300 stores and growing! The key to our success is progressive thinking, detailed/ methodical planning and flawless execution by passionate people across our organization. We strive to foster a balanced and flexible culture that benefits both our customers and employees. Our Values: High Standards Passionate Committed Exciting and Fun Supportive Customer Oriented What We Offer In addition to a competitive compensation program and employer-paid benefits, we also include: 32-hour flexible work-week program currently being tested Use of top-tier on-site fitness facility at our Corporate Head Office free of charge to employees ABOUT THE ROLE The Executive Assistant provides comprehensive administrative and organizational support to senior leadership. This position serves as a key point of coordination for executive schedules, meetings, communications, documentation, and other administrative priorities. The successful candidate demonstrates exceptional organization, discretion, professionalism, and judgment, with the ability to manage competing priorities and deadlines in a fast-paced retail environment. Duties and Responsibilities Project/Task Management Provide high-level administrative and organizational support to senior executives. Manage complex calendars, appointments, meetings, and changing priorities. Prepare, edit, proofread, and format correspondence, reports, presentations, spreadsheets, and other business documents. Maintain organized electronic and physical filing systems. Monitor and prioritize incoming communications, correspondence, and requests. Prepare briefing materials and background information for meetings and executive discussions. Track action items, deadlines, and follow-up requirements to support timely completion. Maintain calendars, contact lists, organizational records, and confidential files. Assist with the preparation of presentations, reports, spreadsheets, and other executive materials. Support leadership meetings and special projects. Coordinate meeting rooms, equipment, office supplies, and other logistical requirements. Assist with departmental projects and initiatives as assigned. Assist with tracking and recording professional development hours and renewing annual memberships. Manage time and attendance, including vacation planner for the department. Record all entries in Dayforce. Provide backup administrative support to other members of the leadership team when required. Communication Coordinate leadership meetings, conference calls, video conferences, and presentations. Prepare meeting agendas, take minutes or notes when required, and distribute follow-up materials. Liaise with internal departments, field operations, vendors, business partners, and external contacts on behalf of senior leadership. Communicate professionally with employees and stakeholders at all levels of the organization. Maintain strict confidentiality and discretion in all activities and communications. Exercise sound judgment when prioritizing requests, escalating matters, and responding to inquiries on behalf of senior leadership. Accountability Ensure executives are adequately prepared for meetings through the timely coordination of relevant information and documentation. Detail Orientation Ensure all documents and reports are audited and error free in advance of submission for review by senior executives. Document and bring forward any document discrepancies. Quality Ensure all presentations, reports and communications are print ready and meet Company standards in advance of implementation. Teamwork Partner with co-workers as required on daily and/or special tasks, to ensure deadlines and timelines are met to the standards set by the Company. Any other duties as required. Education & Skills Post-secondary certificate or degree in business administration or related field. 3 years’ experience as an Administrative Assistant or Executive Assistant. Strong communication skills (written and verbal). Proficient with Microsoft suite of products. Strong follow-up and organizational skills. Ability to work efficiently and multi-task in a fast-paced environment. Bulk Barn Foods Limited is an equal opportunity employer that values diversity in the workplace. Accommodation is available in accordance with the AODA, if requested. Thank you for your interest. Only those candidates who are selected for an interview will be contacted. No telephone calls please.

What you’ll do

The Executive Assistant provides comprehensive administrative support to senior leadership, including managing complex schedules, meetings, and communications. They are responsible for preparing business documents, tracking action items, and ensuring all reports meet company standards.

Requirements

Candidates must have a post-secondary certificate or degree in business administration or a related field. A minimum of 3 years of experience in an administrative role and proficiency with the Microsoft suite are required.

Benefits

• Competitive compensation program
• Employer-paid benefits
• 32-hour flexible work-week program
• On-site fitness facility

Listed skills

• Time management · Preferred
• Administrative Support · Preferred
• Documentation · Preferred
• Communication · Preferred
• Reporting · Preferred
• Multi-Tasking · Preferred
• Data entry · Preferred
• Project management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project management
• Calendar management
• Administrative support
• Microsoft suite
• Communication
• Organizational skills
• Proofreading
• Time management
• Data entry
• Meeting coordination
• Confidentiality
• Professionalism
• Multi-tasking
• Reporting
• Documentation
• Office Supply Management
• Administrative Support
• Ceridian Dayforce
• Accountability
• Productivity Improvement
• Organizational Skills
• Planning
• Business Administration
• Spreadsheets
• Leadership
• Multitasking
• Operations
• Presentations
• Time Management
• Task Management
• Timelines
• Video Conferencing
• Coordinating
• Filing
• Teamwork

Job areas

• Administrative
• Management & Leadership
• Retail
• Food & Beverage
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants

More jobs from Bulk Barn Foods Limited