Job Description
Grow With Us!
Hudson is North America's leading travel retailer. For over 30 years, Hudson has met the needs and wants of travelers in more than 1,000 duty-free, duty-paid, and food & beverage stores. We couldn’t serve our customers, landlords, and partners in airports, commuter terminals, hotels, and casinos without the continued support of our greatest assets: our team members. We’re dedicated to hiring and training exceptional team members, who are committed to serving the customer as the Traveler’s Best Friend. We strive to ensure we’re fulfilling our team members' career potentials through training, skills-development, and career pathways - as our team members grow and succeed both personally and professionally, so does Hudson.
The Executive Assistant position is for you, if you would enjoy:
- Providing support to the EVP, Duty Free in the execution of his/her responsibilities by effectively managing the day-to-day operation of the Duty Free Team.
- Managing the administrative functions, establishing administrative procedures and guidelines related to the Duty Free Team.
- Acting as a liaison between the EVP and Cluster Offices (London, UK, Madrid, Spain, New Jersey USA) and head office (Basel, Switzerland) as well as external clients and in airport locations across North America.
- Salary- $90,000 - $110,000 CAD / year
Key Accountabilities - your team is counting on you as a Executive Assistant to:
Calendar Management
- Shares access to EVP’s calendar to facilitate and communicate changes and keeps current all events impacting EVP’s availability
- Maintains EVP’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Business Partner
- Draft communications and take notes during executive meetings
- Strategic partner with the ability to maintain confidentiality
- Liaison between all functions with the ability to collaborate between different pillars in the company
- Propose solutions
Report Preparation & Support
- Prepare various regular and ad hoc reports and presentations & creates, edits and distributes communications on behalf of EVP as required
- Prepares EVP’s expense reports, travel expense reports, medical expense submissions; monitors and tracks reimbursement on a timely basis. - Benefit Plan Administration & resolve issues/disagreements with benefit plan provider.
Meeting Support & Event Planning
- Represents EVP by attending meetings in the EVP’s absence; speaking for the EVP. Speaking on behalf of EVP on issues relating to the organization according to EVP’s instructions. Support with all administrative tasks.
- Leads or assists in planning and overseeing various events and receptions, meeting space for the EVP and provides details as needed
Travel Planning
- Coordinates complex travel plans and books flights/accommodations & maintains trip log
- Books hotels for visiting company guests & prepares travel insurance claims for EVP as required
Administrative Systems
- Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions or action items
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Follow up on deadlines and commitments to or from executives while exercising initiative in adapting procedures to address problems and affect resolution
- Conserves EVP’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications & anticipates issues and initiates appropriate action to ensure the most effective use of the EVP’s time
- Produces well written and visually appealing documentation, memos and business letters both confidential and regular
- Conducts relevant research to support projects and assists with project status updates
- Any other ad hoc tasks as assigned
Performs all other responsibilities as directed by the business or leadership team of which the team member is capable of performing.
Executive Assistant Required Qualifications:
- 5 years of experience supporting at an executive level or executive of boards
- Valid driver’s license and vehicle
- Strong knowledge of MS Office (Outlook, Word, Excel, PowerPoint, Microsoft Teams)
- Experience with Project Management tools preferred
- Strong and effective communication and presentation skills both oral and written to reflect corporate image
- High emotional intelligence to support executive level members
- Flexible and adaptable with global communication and cultural exposure
- Collaborative team work
- High attention to detail
- Adhere to company core values
- Great interpersonal people skills, time management, communication skills and effective organizational skills
- Experience in report preparation
- High level of judgment and familiar with business etiquette best practices
- Excellent scheduling and time management skills
- Excellent organizational, interpersonal, and networking skills
- Demonstrated ability to be proactive in anticipating EVP’s future needs
- High level of professionalism and integrity; ability to deal with highly confidential information
- Curious to learn, flexible and adaptable attitude to constantly changing environment and demand
- Attention to detail, self-directed, strong tech and social media skills, collaborative team player
Some of our Company-Offered Benefits & Perks Include:
- Health & Well Being: Medical/Dental/Vision Insurance
- Paid Time Off
- Various Personal and Parental Leave Programs
- Universal Life Insurance
- Retirement Programs & Matching Employee Contributions: 401K & RRSP
- 20% off Hudson Employee Discount
- Employee Recognition & Anniversary Programs
- Training, Development, and Growth Opportunities
- Tuition Assistance & Scholarship Programs
For additional information on our benefits, please visit: https://www.hudsongroup.com/careers/our-perks.
Hudson is an Equal Opportunity Employer of all qualified individuals. All employment decisions are made without regard to age, race, color, religion, sex, sexual orientation, national origin, citizenship, disability, military leave or veteran status, genetic information, or any other status protected by applicable federal, state or local law. We are committed to creating an inclusive workplace in which we value diversity and unique experiences, backgrounds and identities.
All offers are contingent upon successful completion and passing of background checks and/or employment verification results.
Note to Staffing Agencies: Please do not directly contact Hudson hiring managers regarding candidates for our positions. If assistance is needed in filling any position for Hudson, a member of the talent team will reach out directly vetted agency partners.
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