The Role: Executive Assistant to Chief Merchant, Chief Financial Officer and General Counsel
What you are looking for:
- A closely connected culture
- A total rewards package meant to enhance your work-life flexibility
- Fully utilizing your talent
- Professional growth and development via challenging projects and assignments
- Warm and fuzzy feelings knowing you have helped your community, your team, the business and social causes through the Rexall Care Network
Reporting into the Chief Merchant, the Executive Assistant to the Chief Merchant will provide confidential and executive-level support to the Chief Merchant, Chief Financial Officer and General Counsel.
What you’ll be doing:
- Demonstrate high degree of professionalism, initiative and independence in supporting executive team members on a wide variety of complex issues.
- Provide full scope administrative support to Chief Merchant, Chief Financial Officer and General Counsel.
- Prepare legal documents and correspondence as required by General Counsel and legal team.
- Establish and maintain effective working relationships with executive members, staff, external clients and the general public.
- Assist the executive members in the timely management of all communication, both written and via telephone, e-mail and voicemail, screening and evaluating incoming and outgoing correspondence and preparing responses as appropriate.
- Initiate, lead and support the development of the executive members’ calendars. Scheduling of meetings, allocation of sufficient preparation time for meetings, recognizing and anticipating changes and conflicts of schedules, ensuring attendance at priority meetings and events.
- Facilitate effective time management to ensure executive members are prepared for all meetings and events.
- Perform event planning (includes venue selection, contract negotiation for off-site events; invitations, menu selection and all other relevant details).
- Manage travel arrangements for the executive members, as well as some management of travel arrangements for the direct reports and/or outside clients when applicable.
- Perform Expense Account management for the executive members including monthly expenditures for catering, transportation, supplies and miscellaneous items.
- Preparation and management of routine correspondence for executive members’ signature, which include but are not limited to letters as well as employee communications.
- Provide briefings to the executive member before appointments or meetings with appropriate background information.
- Compose moderately complex letters, reports, and presentations on behalf of the executive member by identifying required information, researching background information, gathering and compiling data from multiple sources.
- Organize and maintain legal files, databases, and document management systems.
- Act as back-up administrative support to other executives when needed.
- Perform general office duties which include mail, supply orders and inventory, equipment maintenance, subscription and membership renewals.
- Perform other duties as assigned by Rexall Pharmacy Group Ltd.
Knowledge, skills and experience:
- 3 to 5 years of experience in a Senior Executive Assistant role.
- Experience supporting a lawyer or working in a legal environment.
- Familiarity with legal terminology, procedures and documentation
- Ability to understand the context of activity and anticipate needs.
- Ability to prioritize and meet deadlines, understand business needs and priorities.
- Experience delivering consistently high caliber and accurate work.
- Demonstrate sound judgment and maturity in handling confidential information and situations.
- Ability to multi-task, while remaining organized, with strong attention to detail.
- Demonstrated excellent interpersonal, verbal and written communication skills.
- Able to adapt to a fast-paced, changing environment.
- Able to work with minimal supervision.
- Excellent business communication skills.
- Advanced skills in MS Word, Excel and PowerPoint.
- Post Secondary Education; BA or legal administration related diploma preferred.
- Concur experience preferred.
At Rexall, we are better together. We serve our customers, partners, and patients best—we are our best—when everyone brings their true self to work. Our connected, inclusive culture celebrates our lived experiences, backgrounds, expertise, and self-expression to let us win as one team. Leveraging our differences distinguishes us and brings out our best performance.
Are you #ALLin?
Rexall Pharmacy Group is committed to providing an accessible environment for all of our customers, employees, and job applicants. Rexall Pharmacy Group will make available to any selected applicants’ accommodations and/or accessible formats should they require. Candidates are encouraged to discuss any accommodation they may need in order to allow for the most effective selection process.
