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Executive Assistant, Xm

1 month ago

Toronto ON, Canada Community Agency Full time

Community is a creative lifestyle marketing communication agency that caters to a diverse and discerning group of clients. Our number one goal has always been to deliver. We deliver on commitments, we deliver on effective strategies, we deliver distinctive and focused ideas, and we do so with passion and integrity.

Each member of our talented team brings something special and unique to the table. Together we produce exceptional quality work that is both innovative and effective. Here, we believe that through hard work, determination, imagination, and shameless audacity, that any dream can be realized and that anything is possible.

Community is looking for a Executive Assistant, Experiential Marketing to join our creative family

The Executive Assistant, Experiential Marketing reports directly to the Chief Marketing Officer and assists on all of the necessary day-to-day administrative and project-based tasks. He/she supports the Experiential Team - including the Account Director, Account Supervisors, Account Managers, Account Coordinator – when it comes to administrative, financial, and other duties in order to help them execute both small and large campaigns and events. The Executive Assistant, Experiential Marketing builds and strengthens positive relationships with internal colleagues and partners alike, and works diligently with external suppliers to process payments, catalogue invoices, etc. Proactive and a self-starter, he/she will build a track record of consistently delivering support to Community’s high project management standards.

The Executive Assistant, Experiential Marketing is highly detailed, very well organized, has excellent people skills, always exude a professional appearance and persona - especially towards clients – and well-prepared to handle pressure.

Your primary responsibilities include, but are not limited to:

  • Assists with project expenses, finances, logistics and operations
  • Manage calendar and schedule for the Chief Revenue Officer, including coordinating meetings, appointments, and travel
  • Prepare agendas, materials, and follow-ups for meetings and presentations.
  • Handle confidential and sensitive information with professionalism.
  • Supports managers and employees through a variety of tasks related to office organization and communication
  • Schedules meetings as required, maintains contact lists and produces and distributes status and contact reports, letters, and forms
  • Orders office supplies and books travel arrangements for team members
  • Submits and reconciles expense reports
  • Help oversee budgets, track expenses, and process invoices for marketing projects.
  • Provides general support on events, programs and campaigns

Experience, skills, and requirements:

  • Post-secondary education in administrative procedures or finance, preferred
  • Minimum 1-3 years working knowledge and experience in an administrative or assistant role – must haves include finance experience, processing invoices, booking meeting rooms, receiving, and processing shipments and tracking accounts payable and accounts receivables across various projects
  • Experience in events management or Experiential is an asset, but not a requirement
  • Possesses excellent communication, both written and verbal.
  • Is service-oriented and committed to building and strengthening relationships with the team and with clients and over-delivering upon their needs and expectations
  • Possesses strong interpersonal skills and a desire to collaborate within a team environment. We are a team of big personalities and big client personalities Has a high degree of diplomacy and professionalism with internal teams, external clients, and suppliers, alike
  • Able to catch the small mistakes that others may have made and comfortable making decisions with little supervision
  • Is highly motivated, a self-starter and has a sense of urgency.
  • Demonstrates an ability to think ahead and plan next steps
  • Has a work hard, play hard attitude.
  • Can juggle many different projects with self-assurance and grace under pressure, change, risk or uncertainty
  • Knowledge of office management systems and procedures
  • Strong knowledge of Microsoft Office Suite (Word, PowerPoint, Excel) and Mac Platforms

Why work at Community?

● Great company culture - creative, collaborative, and casual

● We work hard and we play hard

● Weekly perks available to all employees

● We only hire the best - you’ll be working with, and learning from, top talent

We thank all applicants. However, only those selected for an interview will be contacted.

Pulp&Fiber Inc. is an equal opportunity employer. It prohibits discrimination based on age, color, disability, national origin, race, religion, sex, sexual orientation, and any other legally protected class in accordance with applicable federal, provincial and local laws. Pulp&Fiber Inc. is committed to creating and maintaining an inclusive and accessible workplace. If you are contacted for an interview and require accommodation during the interviewing process, please let us know.