Executive Assistant

Reports to:

President & Managing Director

Yamaha Motor Corporation (“YMC”) is a publicly listed Japanese Corporation in the business of manufacturing and distributing recreational products to dealers and customers around the world. YMC is a Kando creating company; “offering more excitement and a more fulfilling life for people”.

Yamaha Motor Canada Ltd (“YMCA”) is a subsidiary of YMC, responsible for distributing Yamaha Motor products to Canadian dealers and consumers. YMCA’s Vision is to “Create Lifelong Memories by Connecting People through Unique Canadian Outdoor Experiences”. YMCA executes its day-to-day activities in reference to its defined values, “Be Inclusive”, “Think Customer”, “Own it!”, “Innovate Now!”, “Trust & Integrity”, “Be Agile”, and “Drive results”.

The Executive Assistant (EA) will be responsible for providing high-level administrative support to the executive team and helping with the execution of corporate events.

This role will focus on calendar management, detailed event preparation and execution, and maintaining travel arrangements.

The ideal candidate will be enthusiastic and bring a mindset geared toward automation and efficiency, streamlining processes to ensure optimal productivity.

Key Duties & Responsibilities

Calendar Management and Administrative Support

• Organize and manage calendars, travel plans, and expenses for the supported executives by proactively identifying and addressing potential issues, shifting priorities, and conflicts.
• Coordinate with internal teams and external stakeholders to organize business engagements.
• Handle expense reporting for supported executives, ensuring accuracy and compliance with corporate policies.
• Handle logistics for executive meetings, including orchestration of catering and setup of boardrooms and ensure seamless execution.

Travel Management

• Work with 3rd party travel agency to arrange complex travel itineraries, including transportation, accommodations, and itineraries for business trips for employees across the company.
• Manage travel-related expenses and reimbursements.
• Adapt to last minute changes and ensure smooth transitions throughout travel schedule.

Event Coordination

• Manage calendar of key corporate events.
• Working with internal and external event coordinators, plan and execute corporate events/meetings/conferences, including coordinating vendors, venues, and logistics.

Automation and Efficiency

• Identify and implement tools/processes to automate repetitive tasks.
• Monitor and optimize administrative workflows – look into utilizing digital tools for solutions.

Education Requirements and/or Experience Requirements

• Degree/Diploma: Post-Secondary education an asset.
• Program of Study: Business Administration or related program (Office Administration, Executive Assistance, Public Relations, Human Resources, etc.).
• Years of
  
  Experience:
  
  3+ years of EA experience.
• Type of
  
  Experience:
  
  Working experience within a mid-sized corporate environment.

Skills & Abilities

• Strong written and verbal communication skills, including ability to communicate effectively with all levels of the company.
• Effective organizational and administrative skills, capable of operating independently with minimal direction.
• Ability to work independently, adapt to changing priorities and solve problems.
• Ability to assess sensitivity and confidentiality, adapting procedures as needed.
• Decisiveness and good judgment.
• Demonstrated ability to effectively and efficiently handle multiple, simultaneous and complex projects and priorities.
• Highly proficient in Microsoft products such as Excel, Word, PowerPoint and Outlook to provide support in the development of presentations, reports, and documents.

Yamaha Motor Canada Ltd. welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.