Executive Assistant

Executive Assistant Canada Flipp partners with the largest North American retailers and brands to deliver local promotions and savings to millions of engaged shoppers daily, driving superior returns on investments. We help people make smarter shopping decisions with autonomy and accountability. With rising living costs, Flipp's mission is crucial. Our Shopper Consideration Platform allows retailers and manufacturers to create digital experiences from their savings & deals content, aiding shoppers in deciding what to buy and where to buy it. Together, we make a difference. In 2024, Flipp joined forces with the European company Shopfully, creating a global leader in the sector. Together, we reach 400 million households and serve over 1,000 top retailers and brands across 27 markets, including Europe, Canada, the USA, Latin America, and Australia. Our five principles, Progress Over Perfection, Clarity Through Transparency, Learn Loudly, Challenge with Empathy, and Always Build Better, bring a relentless progress mindset to life. They're not just slogans, but they're the behaviours we expect, reward, and hold ourselves accountable to. You'll be equipped to make an impact, realize your potential, and stay inspired every step of the way. As an Executive Assistant, you will provide comprehensive support to 3+ executives, including one C-suite leader. You will be a key point of contact for your executives, managing complex priorities, coordinating across internal and external stakeholders, and ensuring meetings, travel, communications and commitments move forward smoothly. This role calls for someone who can anticipate what's needed, make thoughtful decisions with incomplete information, and take action before administrative details become blockers. You'll work with discretion and professionalism in a fast-moving, global environment. What You'll Get The Opportunity To Do: Executive partnership and prioritization Anticipate the needs of your executives, proactively identifying conflicts, risks and gaps and taking action to resolve them before they become blockers. Understand your executives' goals and priorities and use that context to help direct their time, attention and commitments. Act as a trusted point of contact between your executives and internal and external stakeholders, ensuring requests and information move efficiently. Handle sensitive and confidential information with excellent judgment, discretion and professionalism. Independently resolve scheduling, travel, meeting and administrative issues, escalating thoughtfully when required. Calendar and meeting management Own complex, frequently changing executive calendars, using sound judgment to prioritize competing demands, protect focus time and ensure calendars reflect the highest priorities. Coordinate internal and external meetings across multiple geographies and time zones, adapting quickly as priorities and attendees change. Ensure executives are prepared for meetings by gathering relevant context, agendas, pre-reads and materials in advance. Manage divisional Town Halls and support Senior Leadership Team meetings, including scheduling, logistics, agendas, materials and follow-up. Capture decisions, commitments and action items when required, and proactively follow up with stakeholders to support completion. Travel, expenses and financial administration Coordinate end-to-end travel arrangements and detailed itineraries, anticipating logistics, preferences, time zones and potential disruptions. Prepare and submit accurate monthly expenses for your executives, following company policies and deadlines. Coordinate monthly office lunches within an annual budget. Manage and reconcile the corporate credit card on behalf of the company. Communication and coordination Draft, review and coordinate correspondence on behalf of your executives, adapting tone and level of detail to the audience. Build positive, trusted relationships across the organization and with external partners, administrative professionals and vendors. Conduct research, synthesize information and prepare documents or presentation materials using established templates. Team and operational support Partner with other Executive Assistants and administrative team members to provide coverage, share context and improve ways of working. Support team events, onboarding and other employee experiences. Provide additional administrative support as needed, which may include event planning, new team member onboarding, reception coverage, deck compilation and partnering with Workplace on office or facilities needs. Identify opportunities to improve administrative processes and use technology, including AI, to make workflows simpler and more effective. What You'll Bring To The Team: 3+ years of experience providing high-level administrative or executive support to senior leaders in a fast-paced environment. Exceptional calendar management, organization and prioritization skills, with the ability to manage multiple moving pieces and competing priorities. Strong judgment and problem-solving skills, with a track record of taking initiative, anticipating needs and following through. Comfort operating in ambiguity, adapting to changing priorities and making progress without always having complete information. Experience coordinating complex travel, expenses, meetings and events. Proficiency with Google Workspace and Slack, with the ability to quickly learn new systems and use technology to improve how work gets done. A collaborative, service-oriented approach and a willingness to support the broader administrative team when needed. Our Total Rewards philosophy is to ensure that you are rewarded for impact, take part in accelerated career growth, thrive with highly flexible benefits, and are empowered to do your best work in a remote-first environment. In alignment with our overall Total Rewards Philosophy, we believe compensation should be fair, clear, consistent, and aligned to growth. Canada Base Hiring Range: $74,000 - $79,000 CAD Our promise to each other: What we bring: An inclusive, collaborative environment where your voice matters A remote-first environment The tools and opportunities you need to grow and develop Every opportunity to own your success - Your authentic self, every day Your best work, from anywhere An appetite for learning, curiosity, and a growth mindset Motivation, initiative and the mind of an entrepreneur Here's how to apply: This position is currently vacant and open for applications. If you're interested in working with us on the future of shopping, fill out the fields below and submit your application. While experience and skill sets are valuable, growth potential and attitudes are equally important. If you're prepared to grow dramatically with your team at a world-class learning organization, consider applying. We understand that the most creative solutions require diversity in thought and life experiences. Flipp is an equal opportunity employer. We do not discriminate on the basis of race, color, ancestry, religion, creed, sex, national or ethnic origin, sexual orientation, age, citizenship, marital status, family status, disability, or gender identity or expression or any other protected grounds. We are proud to be a welcoming space for employees, of every background, to bring their whole selves to work with confidence. Flipp is committed to providing appropriate accommodations to ensure our selection process is equitable, and such accommodations can be made available on request. If you require an accommodation, please contact your dedicated recruiter directly. Hiring is a deeply human process; therefore, we use AI in limited, administrative ways to help streamline our hiring process. An AI-powered scheduling tool assists with coordinating interviews, and our applicant tracking system may use AI to identify relevant keywords within applications. We do not use AI to assess your application, make hiring decisions, or conduct interviews. All evaluations are completed by real people. A member of our recruitment team will respond to you in the coming weeks. Flipp