Job Title

WHO WE ARE Indigo is a physical and digital place inspired by and filled with books, ideas, beautifully designed lifestyle products, and the creative people who help make it all happen. We believe in real books, living life fully and generously, being kind to each other and to the environment, and that stories — big and little — connect us.Indigo is our customers happy place — for joyful moments of discovery and to connect with people who share their passion for reading, their belief in ideas, and their commitment to making the world a better and more beautiful place. OUR GUIDING PRINCIPLES Our Mission is to inspire reading and enrich the lives of booklovers. As such, we believe in the power of people and their stories. We aim to attract top talent, nurture the potential of our employees, and create space for everyone to thrive. Our Guiding Principles are the few key ideas that are meant to influence everything we do, every day. We Will Hire, Inspire, and Retain the Best We Will Be Totally Customer Centric We Are Committed to Caring About Each Other, Our Communities, and Our Environment We Will Be Data Driven – System Thinking – Entrepreneurial We Will Be Committed to True and Shared Value Creation Job DescriptionThe Executive Assistant (EA) provides consistently strong Executive level support as the primary liaison for various internal and external stakeholders on a diverse range of matters across two Executives. The EA optimizes and enhances the productivity of their assigned Executives by providing seamless administrative support. By championing the Indigo spirit and brand, this position provides high service and support to all internal and external customers.KEY PERFORMANCE METRICSCompletion of projects/tasks on time, to the 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 Executives’ budgets, as assigned, on time, under budget, to respective specificationsKEY ACCOUNTABILITIESFunctionalFacilitate smooth interaction between Executives and the company’s stakeholders by proactively managing the Executives’ calendars for optimal efficiency:Determine meeting priority and coordinate times with other attendees, resolving scheduling conflicts independentlySchedule appropriate meeting location/rooms/TEAMSEnsure Executives have all materials required for meetings; prioritize and prepare documents that reflect the Indigo brand.Distribute meeting materials, take minutes where necessary, provide technical support as needed, and execute any required follow-up actions.Screen, respond to and redirect Executives’ mail and email, as appropriate; follow up on deadlines and commitments to ensure all business items are appropriately executed; and support Executives’ on escalated customer service issues as needed. Follow-up on deadlines and commitments to ensure business items are executedReview and prepare documents, contracts, and reports for Executives’ signature.Ensure that all key reports are generated, organized and distributed on time as required.Process and track invoices and expenses for the ExecutivesPlan and execute assigned departmental budgets by the Executives; this includes:Manage & track invoice payments and assign departmental budgets (taxi, Staples, catering, etc.) Set and adhere to departmental budgets as applicableRetain and track all vendor/supplier contractsPlan and execute departmental eventsLead or collaborate on special initiatives to create or improve an existing process in the department on behalf of Executives.Book and confirm all travel and hotel arrangements (international and domestic) for the Executives prepare itineraries accordinglyPlan for Board Meetings, large client, or vendor meetingsAct as an advocate for the customer by placing them at the forefront of all decision-making and design processesProactively identify and anticipate customer expectations and needsEmbrace and seek out technology that creates high-tech and high-touch solutions for Indigo’s customersChallenge the status quo by consistently identifying areas for improvement, diagnosing issues and working to resolve themPeopleCollaborate 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 feedbackCulturalModel 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 organizationSCOPEReports to: ExecutiveKEY RELATIONSHIPSInternal:Executive Assistant to the CEOOffice ServicesExecutive Assistants in other departmentsExecutive TeamExecutives’ Direct ReportsHRQualificationsWork Experience / Education / Certifications7 to 10 years of experience as an Executive Assistant, with a minimum of three years supporting C-level executivesCollege/University educationCompetencies / Skills / AttributesDemonstrated 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 programsFlare for visual presentations using PowerPoint and similar programsAbility to handle confidential and sensitive materialsAdditional informationAt Indigo, we are committed to our communities, our customers, and each other; together we can make a positive impact. We know that fostering diversity and inclusion brings out your full potential and creates a joyful and welcoming environment for everyone. We are driven to be an equitable employer, which highly values your diverse backgrounds, experiences, and perspectives. We believe that you, in all your uniqueness, belong at Indigo. We welcome all applicants and encourage applications from individuals who identify as Black, Indigenous, a person of colour, LGBTQ2+ and people with disabilities. Accommodations are available upon request to individuals who self-identify as having a disability or special need. Please contact Human Resources at if you require an accommodation at any time during the recruitment process. WELCOME HOME