Hudson’s Bay Company Hiring for The Bay – Executive Assistant at Toronto, Ontario Full Time

As the Executive Assistant, you are accountable for coordinating the activities of several leaders within the department. The Executive Assistant performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of the office’s team and leaders.  This role will support our Diversity, Equity and Inclusion Framework by supporting our ongoing commitments to remove barriers for our Associates and communities.     

Who You Are:

• You get things done by engaging in high-level teamwork and flexing your interpersonal skills. 
• A collaborative partner working with teams to support an inclusive environment.
• You are organized and able to handle multiple tasks with a sense of urgency.
• A natural problem-solver, who is also intuitively analytical and creative.
• Ability to work in a fast-paced work environment. 
• Ensures confidentiality, diplomacy and tact at all time. 
• Strong oral and written communication skills. 
• Time management, professionalism, work well under pressure and stress
• Team player, readily adapt to change, proactive
• Ability to work with minimal supervision

You Also Have:

• Bachelor’s degree or equivalent combination of education and experience. 
• Minimum of two years relevant experience working with an executive office team and providing service to the public. 
• Intermediate to expert level competence with MS Office, Google Suite, Concur Travel Management System and database applications. 
• Strong attention to detail 
• Excellent problem solving ability 

As The Executive Assistant, You Will:

• Manage calendars – prioritizing appointments and proactively resolving scheduling conflicts. 

• Makes travel arrangements required, including booking flights, hotel accommodation, car rental, and providing directions. 
• Responds to phone, email and in-person inquiries – providing general information and referring inquiries to appropriate sources based on a broad knowledge of procedures, protocols and personnel. 
• Organizes and schedules meetings, including contacting participants, booking rooms, ordering refreshments
• Organizes special events as required by the leader’s office which includes invitations, facilities, and catering arrangements. 
• Provides support to various meetings the leaders chairs by capturing and distributing minutes, preparing agenda packages, arranging meeting dates/times/rooms, contacting participants, and extensive follow-up on items as needed. Attend meetings, as required and record key action items and major takeaways.
• Completes and submits expense claims. 
• Maintains records regarding vacation and leaves for staff reporting on the department.
• Prepares the leader’s calendar and the relevant and pertinent meeting material as identified by the leader. Conduct a mid-week check in with Leader to review and updates to their calendar.

Your Life and Career at The Bay:

• Be part of a world-class team; work with an adventurous spirit; think and act like an owner- operator!
• Exposure to rewarding career advancement opportunities across the organization.

• A culture that promotes wellness, flexibility and inclusion.
• Benefits package for all eligible full-time employees (including medical, vision and dental).
• An amazing employee discount

About The Bay

As North America’s oldest startup and Canada’s purpose-driven digital marketplace, The Bay is on a high-growth mission to rewrite the rules of retail to help Canadians live a colourful life. If you believe in the power of our iconic brand and thrive on problem-solving at scale, we want you to join our team.

At The Bay, smart, high-performing team members will challenge you to learn and grow every day. We value ambitious work and great ideas grounded in data and insights. We’re looking for talented people who love a fast-paced environment, embrace change and are looking to make an impact with groundbreaking ideas.

We are building a digital-first company and brand for a diverse world and we need a diverse team to reach our potential. We strongly encourage applications from everyone to come and join a winning team that supports diverse thinking and demonstrates innovation, energy, creativity and vision every day.