Executive Assistant - Duty Free

at  HMSHost

HMSHost at Toronto Pearson International Airport
HMSHost
6301 Silver Dart Drive
Mississauga, ON L5P 1B2
Canada

MINIMUM QUALIFICATIONS, KNOWLEDGE, SKILLS, AND WORK ENVIRONMENT

• Education and Experience: The combination of education and professional experience must exceed 5 years: o In a technical role: Requires 5 years of administrative experience supporting high-level executives o A bachelor’s degree in a program related to the functional area can count for 3 of the 5-year requirement o In the industry: 3-5 years of Hospitality, F&B and/or Retail experience
• Specialized Skillset/Competencies/Traits o Strong knowledge of Microsoft Outlook, Word, Excel, PowerPoint, and Teams o Polished and effective communication and presentation skills o Requires ability to maintain a very high level of professionalism and confidentiality at all times o Requires excellent organizational skills and strong attention to detail o Business acumen and also has the mindset required to understand the long-term implications of decision- making to advance the organizations goals o Demonstrated history of understanding the needs of the business, stakeholders, the employee population, and individual circumstances
• Location: This position is based at the Toronto or Vancouver Center of Excellence.

DISCLAIMER

All job requirements are subject to change to reflect the evolving position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal, Provincial and Local Laws).
Dufry, Hudson, and HMSHost are equal opportunity employers and do not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors

ESSENTIAL FUNCTIONS

• Maintains EVP’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel; shares access to EVP’s calendar to facilitate and communicate changes and keeps current all events impacting availability
• Manages administrative functions, establishing administrative procedures and guidelines related to the Duty Free and Canada team
• Represents EVP by attending meetings in their absence; speaks on behalf of EVP on issues relating to the organization according to the EVP’s instructions
• Acts as a liaison between the EVP and Cluster Offices (London, Madrid, New Jersey) and head office (Basel), as well as external clients and in airport locations across North America
• Prepares expense reports, processes invoices, and investigates payment inquiries and budget variances
• Produces well-written and visually appealing documents, memos, business letters, and presentations
• Records meeting minutes, discussions, and action items; edits, copies, and distributes documents as necessary
• Prepares expense reports; monitors and tracks reimbursement on a timely basis
• Coordinates complex travel plans, books flights/accommodations, and maintains trip log; books hotels for visiting company guests & prepares travel insurance claims as required
• Leads or assists in planning and overseeing various events and meeting space; communicates logistics and details thoroughly
• Reads, conducts research, routes correspondence, and analyzes collected information; initiates communication and takes appropriate action to ensure efficiency