Executive Assistant

Job Type: Full Time 
Function: Merchandising
Address: 160 Bloor Street East, 11th Floor, Toronto, ON
Working Model: Hybrid - 4 days in office

At Sephora Canada, we’re passionate about finding and sharing beauty in the world. Our constant innovation, our ability to see and lead trends, and our focus on providing an outstanding customer experience make us the most-loved beauty community and top of mind for every Canadian. We find beauty in our communities, in our differences, our experiences, and in the spirit of our employees.

ABOUT THE ROLE:

The Executive Assistant will provide a range of administrative and office support to our senior executives in the office.

WHAT YOU'LL DO:

• Manage daily calendar including scheduling of meetings, appointments and booking all travel arrangements (local, National and international when applicable) for your Executive Leader(s)

• Managing expenses and submitting expense reports for your Executive Leader(s)in a timely manner

• Support the management of the office to ensure a clean, organized, and professional working environment for your department’s section

• Be present in office a minimum of 3-4 days a week to ensure office standards are maintained.

• Provide coverage and support for the Office Manager/Receptionist when they are absent

• Collaborate with the Senior EA on the Executive Assistant schedule to ensure there is adequate support in the office daily

• Support with set-up and tear down of events, including events for departments you support as well as larger company events such as Town Hall, Social Events, Holiday Party, Annual Conferences, etc.

• Support with shipping, receiving and storage for your team’s packages

• Support with gratis/product distribution for your team

• Provide a high level of administrative support ensuring quality service and professionalism at every interaction

• Handle confidential, urgent departmental matters as directed

• Manage efficiently in a multi-tasked environment and ensure deadlines are met

• Follow up and act as a liaison with various individuals both internally and externally, at all levels of the organization

• Use professional judgment to screen, prioritize and determine actions for incoming calls and inquiries

• Organize data, update reports and presentation material

• Supports in organizing team events, meetings, trainings

• Collect and track data, research information, sort and distribute mail, balance and process expense reports, schedule and organize meetings, and perform other administrative assignments as required

WHAT YOU'LL BRING:

• Strong organizational and multitasking skills

• High degree of initiative, ability to work independently and with the team. Able to handle sensitive and confidential matters with discretion.

• Resourceful and creative problem solver.

• High level of accuracy, able to detect inconsistencies and errors.

• Strong interpersonal and communication skills– professional, discreet, personable and client service driven

• Flexible with hours and in working overtime when required.

• 5+ years of executive assistant experience

• Demonstrated ability to work in a fast-paced environment and manage multiple priorities

• Proficient in MS Applications (Word, Excel, PowerPoint, Outlook)

• Minimum high school diploma, college preferred.

#FSCHIRING

WHY YOU'LL LOVE WORKING HERE:

• You’ll be part of a unique culture and family of passionate and inspiring individuals.
• You’ll work alongside the best talent in the industry – people you’ll be proud to work with.
• You’ll have access to the global community of luxury group LVMH (Louis Vuitton Moët Hennessy) for endless career opportunities.
• You'll have the opportunity to support causes through our Gift of Giving Program (matched donations through Benevity), donations of funds for volunteer time and offering and much more.
• Benefits you can mix and match, depending on your needs.
• Employee Assistance Program services for those times you need extra support.
• Access to our Well-Being@Sephora program to support your mental, financial, physical, and social well-being
• Holidays, time off, Summer Friday hours and flexibility to support work-life balance.
• And of course, there’s our incredible swag – free product gifts throughout the year and tons of discounts with our brand partners.

Sephora Canada strongly believes in equal opportunity when it comes to employment and advancement. Our goal is to be inclusive, diverse, and representative of the communities where we work while creating an environment where every person can belong, grow, and build a beautiful career. This commitment applies to all candidates and employees regardless of race, ethnicity, citizenship, creed, place of origin, religion, sex, gender identity, gender expression, sexual orientation, family status, marital status, disability, age, and/or any other diversity dimensions. Requests for accommodation due to a disability (visible or otherwise), other protected characteristics or other reasonable circumstances can be made at any stage of the recruitment process and during employment by contacting our People team.