About this role
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 standardSchedule is accurate and maintained in a timely mannerMaintain excellent business relationships – customer satisfactionTimely and accurate submissions of documents, presentations and paperworkPlanning and execution of sections of assigned Executive’s budgets, as assigned, on time, under budget, to respective specificationsKEY 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 independentlySchedule appropriate meeting location/rooms/TEAMSEnsure Executive and their designate(s) has all materials required for meetings; prioritize and prepare documents that reflect the Indigo brandDistribute meeting materials, take minutes where necessary, provide technical support as needed, and execute any required follow up actionsFollow-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’ signatureBook and confirm all travel and hotel arrangements (international and domestic) for the Executive and occasional designate(s); prepare itineraries accordinglyAs required, ensure sure all key reports are generated, organized and distributed on time for the ExecutiveProcess and track invoices, business and personal expenses for the ExecutivePlan 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 applicableRetain and track all vendor/supplier contractsPlan and execute departmental events, including training events and offsite meetingsCoordination 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 attendeesLead 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 meetingsUtilize 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 standardsChallenge the status quo by consistently identifying areas for improvement, diagnosing issues and working to resolve them PeopleCollaborate with others to drive flexible and iterative solutions, quickly and easilyShare technical knowledge with others and actively seek to learn from those more knowledgeable than yourselfHelp others see the impacts of their efforts and proactively engage other functions to get inputEncourage others to freely share their point of view and be open to feedbackCultural
Model Indigo’s beliefs and convey a positive image in everything you doCelebrate diversity of thought and have an open mindsetTake an active role in fostering a culture of continual learning, taking risks without the fear of making mistakesEmbrace, champion, and influence change through your team and/or the organizationSCOPE
Reports to: SVP, Retail
Manager once Removed (MOR): Chief Customer Officer
KEY RELATIONSHIPS
Internal:
Executive Assistant to the CEOExecutive Assistants in other departmentsOffice ServicesExecutive TeamExecutives’ Direct ReportsExecutive’s primary business partnersExternal:
Service providers, vendors, and customers
Work Experience / Education / Certifications
5 to 10 years of experience as an Executive Assistant in a fast paced environmentCollege/University educationCompetencies / Skills / Attributes
Demonstrated ability to self-start, prioritize multiple tasks, maintain attention to detail, and get things done with limited directionStrong customer service orientationTroubleshooting and problem-solving abilities; able to exercise independent judgment and make good decisionsAbility to build strong relationships across the company and to know when and how to involve others outside of own department to get things doneTechnologically savvy – advanced knowledge and proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook) and an aptitude for new programsEmbraces 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 programsAbility to handle confidential and sensitive materials
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 [email protected].
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 2SLGBTQIA+ community, and persons with disabilities. If you require an accommodation during the recruitment process, please contact Human Resources at [email protected].
We respect your privacy throughout the recruitment process. Our Candidate Privacy Notice explains how we collect, use, and protect your personal information when you apply for a role with Indigo, and the choices available to you.
This posting is for a current opportunity within Indigo.