Description

Executive Assistant, Sales 

Vernon, BC

Role Description

Reporting to the Vice President of Commercial Sales, the Executive Assistant role is a key resource that ensures increased organizational efficiency for the leader and other management roles within the division. Day-to-day, focusing on exceptional customer service, the Executive Assistant, Sales will provide general administrative support across various areas, moderate to complex events, and travel coordination for the team.  

The role requires a high level of confidentiality and professionalism as there are many stakeholders they will interact with daily on various sensitive and confidential matters. Also essential to the role is the ability to use discretion and politically sensitive judgment when performing the key functions of the position.  

Responsibilities

Administrative Support 

• Provides support to all stakeholders within the group (VPs and Directors) by attending divisional meetings and events as required; facilitates all activities around the creation of meeting agendas, general event organization, preparation and distribution of meeting minutes, communication and follow-up of deadlines for meeting action items, supports senior leaders with ensuring the strategic objectives/goals of the meeting are achieved.  
• Effectively manages the VP of Commercial Sales's calendars, schedules and other day-to-day responsibilities.   
• Coordinates all travel arrangements, including the booking of hotels, passports, flights, visas, country-specific vaccination requirements, etc.; may support suppliers and customers with similar activities as needed. 
• Works with the travel department to book flights, accommodations, and meals (as required) for business purposes, maintain schedule details, and create travel detail packages (step-by-step itineraries, etc.) prior to trips; this includes local, national, and international travel.  
• Prepares and codes invoices and expense reports.  
• Manages payroll entry for the department; works with HR as required. 
• Facilitates onboarding of new team members when necessary.  
• Acts as a backup for keeping the Sales Resource Library SharePoint site up to date. 

Reporting & Document Management 

• Coordinates prepares and gathers information to assist in the preparation of various department reports; actively follows up with applicable stakeholders to ensure all information is gathered and documented in an accurate and timely manner.   
• Responsible for processing and reviewing incoming correspondence, fielding inquiries, directing forms for signatures, and processing as required.  
• Prepares PowerPoint presentations for various meetings as required.  
• Provides professional backup for all Executive Assistants as required. 
• Manages applicable Active Directory distribution groups. 
• Administers and maintains requests for the NHL ticket fund. 

Event Coordination 

• Organizes and coordinates all aspects of numerous off-site functions (client events, tradeshows, divisional meetings, etc.) as required. 
• Coordinates with stakeholders regarding speaker requirements, meeting agenda, meeting room requirements, hotel reservations, travel, meals, catering, entertainment, and activities; negotiates vendor contracts as required.
• Other duties as required by the role. 

Job Requirements

Work Experience: 

• 3+ years of experience in a senior administrative function or equivalent role within a medium to complex organization.  

Knowledge, Skills and Abilities:

• Demonstrated advanced experience with Office 365, including Word, Excel, PowerPoint, Publisher and Outlook. 
• OneDrive, SharePoint, and Teams experience are assets. 
• Self-starter with the ability to work autonomously with little oversight/guidance.  
• Detail-oriented, able to work within the time constraints on multiple projects. 
• Demonstrated experience booking and coordinating executive-level travel.  
• High standards of ethics and confidentiality to handle sensitive information.    
• Flexibility to thrive in a fast-paced and ever-changing environment. 

Education

• An administrative diploma/certificate or equivalent combination of education and experience is required. 

Special Requirements:

• Occasional overnight travel (twice a year for team events)
• Flexibility in work hours.
• Overtime as required by the role.

What we offer

• The target compensation for this role is $56,523 - $64,231 per year, based on experience.
• Comprehensive medical and dental benefits.
• Employee Assistance Program.
• A group RRSP/DPSP matching program.
• Company cell-phone. 
• Discount on tires and mechanical services
• Positive work culture, opportunities for growth and development, and work-life balance.
• Opportunities for professional development, such as training programs, mentorship, and tuition reimbursement.

To be considered for this position at this time, candidates must be legally eligible to work for any Canadian employer.

Solving our customers’ automotive challenges and making a positive impact - It’s how we roll, and it’s been that way since Tom Foord opened the doors to Kal Tire in 1953 in beautiful Vernon, BC. Over the years, we’ve become a trusted partner for large and small industries and fleets across Canada. Our customers rely on our expertise, our make-it-happen approach to service, and our lineup of the most trusted tire brands in over 260 retail locations coast to coast. Kal Tire is also the largest truck re-treader in Canada, with 11 retread facilities across Canada and internationally, and has a state-of-the-art tire recycling facility in Chile, where 40% of the weight of scrap tires is recycled to return to mines as an alternative fuel. In addition, Kal Tire’s Mining Tire Group is an international leader in mining tire service and supply, servicing more than 150 mine sites across five continents. Kal Tire offers a culture that fosters inclusion and respect. We are committed to providing accessible employment practices in compliance with the AODA and AMA. Accommodation requests can be made at any stage of the recruitment or employment process. Applicants are asked to make their needs/requirements known.