Administrative Assistant | Full Time


Location: 180 Queen City Park Road

Job Purpose: We are seeking a bright, organized, creative, resourceful, efficient and motivated individual with strong judgment, integrity and a sense of humor to support the Sr. VP of Global Strategy, Insights & Purpose.

This role will be an integral part of the organization and undertakes administrative functions to ensure that the business development, operational and office management needs of the Strategy, Insights and Purpose teams are carried out effectively and efficiently. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Senior Vice President. Reporting to the Sr. Vice President are the Director of JEDI, Director of Environmental & Social Impact, Director of Global Customer Insights and Director of Global Strategy.

The right candidate will possess the skills and experience to react with appropriate urgency to situations that require a quick turnaround, take action in time of ambiguity, and proactively approach complex problems. The role requires superior attention to detail, the ability to prioritize and manage time effectively, the ability to find solutions to problems, drive collaboration and juggle multiple requests.

Executive Assistance:

  • Proactively manage and maintain the daily and long-term schedules of the SVP, including scheduling travel and conferences, meeting and appointment management, ensuring proper documents or presentation materials are prepared, and completing meeting summaries and notes (where required)
  • Track the SVPs tasks and projects to ensure appropriate prioritization with respect to deadlines and organizational developments
  • Work closely and efficiently with the SVP to keep her well informed of upcoming commitments and responsibilities and following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the SVP updated
  • Liaison with the greater SM team
  • Compose and prepare correspondence for the SVP. Organize and administer department communications
  • Provide a bridge for smooth communication between the SVP office and internal departments; demonstrating leadership to maintain credibility, trust and support
  • Liaising across major departments to ensure efficient of delivery of required/requested reports and information
  • Greeting subordinates, visitors, vendors, and media and determining access to SVP
  • Maintain networking and public speaking opportunities and contacts for the SVP
  • Provide feedback on improving our department and the company
  • Complete expense reports on the SVP’s behalf
  • Open, sort, and distribute correspondence
  • Assist with projects, including document and presentation preparation when appropriate. Edit, proof and print key materials as needed for the SVP
  • Anticipate follow-ups and proactively manage upcoming needs

Department Administration:

  • Manage Team calendar, organize team outings to maintain energetic morale, schedule meetings and source necessary materials for regular team meetings, create agenda for regular team meetings, and anticipate possible topics to cover at team meetings
  • Support Customer Insights Team: General Insights project coordination, program surveys in the insights system, Qualtrics; recruit and organize insights participants and trips, reimburse participants across all customer insights interviews, manage international translation of surveys, help manage Insights Community,
  • Set up and maintain department files on Microsoft One drive and Teams channels
  • Manage the Budget process from start to finish for the SVP
    • Work with departmental budget managers on a monthly basis to provide an accurate and updated variance to finance of the periods budget
    • Maintain accurate budget records on a monthly basis for review by the SVP
    • Analyze the budget on a monthly and quarterly basis, identify savings opportunities and best ROI of donations product and monetary
  • Point of Contact for execution of internal communication on intranet “The Lodge” and Microsoft Teams general posts.
  • Assist the department with travel when necessary
  • Prepare PO’s and maintain records upon request
  • Monitor regular personnel reviews, appraisal and mentoring meetings
  • Maintenance of employee holiday, time off and sick leave records
  • Work with People and Culture on team training and recruitment. Organize onboarding of new employees
  • Work with Legal on all new vendor paperwork and contracts
  • Ensure operation and supplies of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment.
  • Manage supplies for the Global Strategy, Insights & Purpose including reimbursement for participation in Customer Insights interviews

What You’ll Bring to the Team:

  • Demonstrated and well developed skills and experience across: organization, planning, time management, problem-solving, detail orientation, professionalism, excellent verbal/written communication, high degree of confidentiality, discretion, good judgment and technological savvy. Demonstrate poise and tact when under pressure
  • Ability to remain calm in ambiguous and ever-changing situations and under tight deadlines
  • Ability to work independently, multi-task
  • Seek to creatively design, implement, or improve work processes and proactively resolve issues and conflicts
  • Enjoy problem-solving, working collaboratively with others and building effective working relationships
  • Ability to accept accountability for outcome and results, and to seek/act upon constructive feedback
  • Naturally enjoy working to make other’s lives easier
  • Minimum 3+ years of experience as an Executive Assistant preferred
  • Experience with executive level calendar management
  • Experience with Microsoft Office 360 products – expert used in Microsoft Outlook, Excel and PowerPoint
  • Skilled at editing, formatting and proofing documentation

Reporting to: 
Ali Kenney , Sr. Vice President – Global Strategy, Insights & Purpose


The Burton community believes in respect for all people and the planet. We embrace and strive for a community that values differences and stands for equality and the fight to get there. Regardless of how you identify, how the world sees you, or how you play outside, please feel welcome to apply and join our community.


To Apply:

Please apply online: https://jobs.burton.com/jobs/511/administrative-assistant