Executive Assistant (Wine Jobs: Management & Administration)

Full Time

  Arterra Wines Canada

  Mississauga, Ontario

Job Description

Arterra Wines Canada is Canada’s leading producer and marketer of wine and wine related products, with operations in British Columbia, Ontario and Quebec. The company’s portfolio includes great brands like Jackson Triggs, Inniskillin, Ruffino, Robert Mondavi and Meomi.  We offer a wide range of exciting career opportunities in sales, marketing, operations, production, finance and administration. As a part of the Arterra team, employees are encouraged to improve their skills and performance throughout their careers through various professional and educational development programs. Arterra provides a robust onboarding program in addition to ongoing training initiatives to help employees integrate into the organization quickly and maximize their growth potential.

Executive Assistant to the SVP Legal & Corporate Affairs and SVP Strategy, Business Development and Retail

Job Summary:
As an assertive and proactive problem solver, with the ability to prioritize and multi-task in a dynamic working environment the Executive Assistant will report to and support the Senior Vice President, Legal & Corporate Affairs and the Senior Vice President, Strategy, Business Development and Retail. The Executive Assistant plays a key role supporting the day to day operations for both senior leaders as a representative of their office teams and link between their respective staff, internal and external stakeholders and the public. The incumbent provides full administrative assistance including but not limited to calendar management, coordinating meetings, preparing documents and presentations, booking and coordinating travel and related functional team support

Job Accountabilities:
• Develop and maintain relationships w/ internal and external personnel to ensure open communication and prevent conflicts
• Manage incoming calendar requests including proactively resolve calendar conflicts for
• Schedule meetings, agenda preparation, minutes/action item taking, catering and IT coordination as required
• Book travel, transfer arrangements and travel documents SVP Corporate Affairs and SVP Strategy, Business Development and Retail
• Prepare and manage expenses
• Budget management for assigned cost centers, preparing PO’s and supporting execution and approval of relevant vendor invoices
• Preparation and formatting of PowerPoint presentations, Excel spread sheets and Word documents etc.
• Review and prepare reports as requested
• Working with Corporate Communications and partnering with other administrative peers, coordinate company communication meetings – consolidate presentations, co-ordinate rehearsals and IT tech/equipment set-up. Maintain internal distribution lists etc.
• Provide administrative support Government Relations, Communications, Legal and Strategy Teams
• Provide back-up support to EA’s within the Administrative Leadership Teams.
• Other responsibilities/projects as required

Job Requirements

Competencies/Skills Required
• Planning and Organizational Skills - Develops short-range and long-range plans that are realistic and effective in meeting goals. Sets clear goals and effectively monitors progress
• Strong Communication Skills - Demonstrates the ability to organize and communicate information effectively both in writing and in oral communications, including group presentations
• Bias for Action/Delivers Results - Displays a sense of urgency. Focuses on specific, ambitious goals. Follows through on commitments. Demonstrates a sense of personal accountability for achieving results
• Adaptability and Flexibility - Functions effectively within ever-changing environments. Easily adjusts to multiple demands, shifting work priorities, ambiguity, adversity and change. Is resilient and calm under pressure. Learns and applies new concepts quickly and effectively.
• Interpersonal Skills - Builds effective relationships with people at all levels. Demonstrates good listening skills one-on-one and in groups. Relates to people in an open and friendly manner. Treats all people with respect
• Problem Solving and Analytical Skills - Gathers all relevant information in a proactive, systematic and efficient manner. Grasps complexities and perceives relationships among problems and issues. Determines sound courses of action. Knows when to involve others in problem-solving
• Microsoft Application Skills - Strong working knowledge of Outlook, Excel, Word, and PowerPoint.
• Ability to think independently and make decisions
• Superior organization and prioritization skills
• Ability to deal with people and issues with strict confidentiality
• Excellent interpersonal and communication skills with the ability to act diplomatically and with tact
• Knowledge of and experience working with ERP systems, legal or financial documents an asset
• Ability to manage budget expenses
• Bilingual French and English is considered an asset
• Legal administrative experience is considered an asset
• Flexibility in hours of work is required on occasion

Basic Qualifications
• Post-secondary education is required
• Minimum of eight (8) years’ experience in an administrative role with experience supporting senior executives and their teams is required.

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