Executive Assistant

About the Company

Arterra Wines Canada is a long-established Canadian wine company with 150 years of industry experience. The organization focuses on creating wine brands that people enjoy and values integrity, pride, and collaboration. It is currently in a period of significant change and is looking for adaptable professionals who can contribute across multiple functions and support the business as it evolves.

Role Overview

The Executive Assistant will provide senior-level administrative support to the Executive Vice President, Marketing & Growth; the Executive Vice President, Supply Chain & Operation; and the Executive Vice President, Sales. In this position, you will act as an important point of contact for these executive offices, coordinating with employees, internal teams, external stakeholders, and the public. The role centers on keeping operations running smoothly through calendar coordination, meeting support, document preparation, and travel planning.

Key Duties

• Build and maintain productive working relationships with internal and external contacts to support clear communication and avoid issues.
• Handle incoming calendar requests and resolve scheduling conflicts in a proactive manner.
• Organize meetings, prepare agendas, take minutes and action items, and arrange catering and IT support when needed.
• Coordinate travel bookings, transportation, and the preparation of travel documents.
• Track and process expenses for the supported leaders.
• Manage budgets for assigned cost centers, including preparing purchase orders and assisting with vendor invoice approval and execution.
• Create and format presentations, spreadsheets, and documents using PowerPoint, Excel, and Word.
• Review and prepare reports as requested.
• Provide backup support to the Executive Assistant supporting the President and the Executive Vice President, Finance, IT, Legal & Risk.
• Work closely with other Executive Assistants to maintain coverage, align priorities, and coordinate support across the executive team.
• Take on additional projects and responsibilities as needed.

Requirements and Skills

• Completion of post-secondary education is mandatory.
• At least 8 years of experience in administration, including support for senior executives.
• Strong planning and organization skills with the ability to create practical short- and long-term plans.
• Excellent written and verbal communication skills, including the ability to present information to groups.
• Ability to manage sensitive information with a high level of discretion and confidentiality.
• A results-driven mindset with a strong sense of urgency, accountability, and follow-through.
• Comfort working in changing environments and adapting quickly to shifting priorities, ambiguity, and pressure.
• Strong interpersonal skills with the ability to build respectful relationships across all levels.
• Good problem-solving and analytical thinking skills.
• Advanced working knowledge of Outlook, Excel, Word, and PowerPoint.
• Ability to think independently and make decisions confidently.
• Excellent prioritization and organizational ability.
• Diplomatic, tactful communication style.
• Experience with ERP and HR systems is considered an advantage.
• Ability to handle budget-related expenses.
• French and English bilingual ability is an asset.
• Occasional flexibility in working hours is required.

What the Company Offers

• Hybrid working arrangement with a blend of remote and in-office work.
• Competitive pay with bonus potential.
• Benefits and pension coverage.
• Product allowances.
• Training and development opportunities.
• Tuition reimbursement support.
• Commitment to corporate social responsibility.
• Opportunity to learn more about the wine industry.

Compensation

The budgeted salary range for this position is CAD 65,942 to CAD 90,670. Compensation is determined based on qualifications, including experience, education, training, licenses, certifications, and other business or organizational needs. Base salary is only one part of the overall rewards package.

Equal Opportunity and Accessibility

The employer is committed to building a qualified workforce that reflects the diversity of the community it serves. Applications are welcomed from all qualified candidates. The company also supports accessibility and accommodations for people with disabilities and encourages applicants to share any accommodation needs.