Executive Assistant (12 month contract)

Holt Renfrew offers you an inspiring, fashion-driven environment with opportunities to learn and grow. From our incredible partnerships with iconic luxury brands, to our commitments to corporate social responsibility, you will be inspired every day.

The Executive Assistant defines the luxury lifestyle shopping experience through building lasting relationships with our people, customers and partners by providing exceptional administrative support to either the Senior Leadership, as well as handling 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 Senior Leadership
• Responsible for inputting and authorizing all time and attendance requests, including vacations, for their team
• Review and handle all correspondence including drafting of responses and produce official correspondence as required
• Book and manage travel schedule including all arrangements
• Track, record and prioritize all items requiring action and ensure follow-up in a professional and timely manner
• Maintain electronic and paper filing
• Administer expenses, track and ensure accuracy and timeliness of invoices and expense report reconciliation
• Prepare and coordinate material for key meetings, including creation and enhancement of presentation and support materials, managing IT requirements
• Order catering and book meeting rooms; set-up and strike-down meeting rooms pre- and post-meeting
• Provide support for incoming calls, requests, and meetings as assigned
• Other duties as assigned
• Complies with all Health & Safety policies and requirements

The ideal candidate:

• Demonstrated 5 years of progressive administrative experience required; direct experience supporting a Senior Level Executive is preferred
• 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
• Ability to provide customer focused solutions
• Methodical; ability to plan and organize with strong attention to detail
• Sensitivity to confidential information
• Strong communicator; demonstrates professionalism, empathy, influencing, and interpersonal skills, combined with clear written / verbal communications
• Ensure compliance with privacy policies, regulations, and cyber security measures

The measures of success:

• Contribution to financial objectives
• Individual objectives linked to the achievement of department goals
• Feedback from internal and external clients

Holt Renfrew is an equal opportunity employer committed to fostering a diverse and inclusive workplace. Our future success depends on the perspectives and contributions of all our employees -- their diverse backgrounds, abilities and experiences make our business stronger. If you are contacted for a job opportunity and require accommodation, please email careers@holtrenfrew.com and let us know so we can ensure you have an accessible candidate experience throughout the recruitment process. All requests are confidential and used only to meet candidate needs.