Executive Assistant

1 week ago

Toronto, Ontario, Canada EssenceMediacom Full time

Job Title:
Executive Assistant to the CEO


EssenceMediacom is a global communications agency leading with breakthrough thinking, building explosive growth for brands, and helping our clients see the bigger picture.

Our daring global network of 10,000 communications experts help our clients breach traditional boundaries in media, uncover novel ideas, and unleash exponential growth.

EssenceMediacom challenges conventional thinking to build, propel, and supercharge our clients' businesses at scale and lead our industry in critical areas such as diversity, equity, inclusion, and sustainability.


OVERVIEW:


The Executive Assistant's role is key in maintaining the big picture regarding issues relevant to the CEOs calendar, their key contacts and relationships.

The EA will stay ten steps ahead of situations that arise in and around the office of the CEO acting in a strategic and effective manner.

The role requires a large amount of scheduling, rescheduling and prioritizing daily; including travel planning, often with very little notice, and numerous changes.


The EA handles the organization of several internal events annually - Town Halls, catering, Social Committee, and Community involvement calendar, quest speakers, etc.


Key Competencies:

  • Seeks to understand
  • A positive "can do" attitude when confronting all tasks and assignments
  • Excellent work ethic
  • Proven ability to prioritize and decipher from what is urgent, what is required, and what can be postponed to a later date
  • Enjoys a challenge and is open to change
  • Is efficient with time; delivers on set objectives keeping relevant stakeholders informed
  • Maintains clear and honest communication
  • Establishes constructive and collaborative relationships


 Resourceful
  • Demonstrated ability to get things done through appropriate channels in a timely manner
  • Understands the culture and values of the business and is able to communicates to others
  • Able to defuse potential conflict, and sensitive situations
  • Shows sensitivity and respect for others feeling, cultures and beliefs
  • Is open and approachable to others
  • Remains calm under pressure, and ability to work in a fastpace dynamic environment

Key Accountabilities:

  • Manages all aspect of calendars prioritizing, proactively resolving conflicts, and ensuring all info is accurate
  • Organizes and schedules meetings, including contacting participants, booking rooms and ordering refreshments
  • Maintain a high level of diplomacy, confidentiality, and discretion at all times
  • Types, scans, formats, copies, distributes, files and retrieves correspondence, reports and documents as required
  • Prepares or edits PowerPoint presentations as required
  • Prepares and maintains internal reports (i.e. organizational charts, excel spreadsheets. etc.)
  • Prepares and submits Concur Expense Reports on a monthly basis for the CEO
  • Handles the organization of several internal events annually. Responsible for event planning and communicating event details to all attendees, and taking care of any and all logístical requirements
  • Point person for the Agency quarterly Town Halls, ensuring content for presentations is submitted in a timely fashion, presentation creation and coordination of all catering, equipment, speakers etc.
  • Supports the Social Committee with the assistance of committee members
  • Responsible at times for drafting and executing correspondence
  • Responsible for attending meetings to take minutes and distribute as requested
  • Accountable for setting up meeting rooms and catering
  • Accountable for processing expense reports and following up on the reimbursement process
  • Will act as backup for the Executive Group Administrator, ensuring that the Executive Administration desks are staffed at all times and vacation/absences are appropriately covered
  • Other responsibilities as assigned

Education and Experience:

  • Bachelor's degree preferred or equivalent professional experience
  • 5+ years of experience directly supporting senior executives desired
  • Solid technical expertise with all MS Office tools
  • Experience working in a multinational company, with colleagues across multiple time zones a plus
  • Calendar management experience a must have
  • Travel administration experience a must have
  • Event planning experience preferred
  • French bilingual an asset

ABOUT ESSENCEMEDIACOM:

EssenceMediacom people, have big goals:
building breakthrough growth for brands and leading with breakthrough thinking in our industry.

We call them "Essentials" because they are at the heart of our work and their ideas will enable us to tap into that critical intersection of people, content, and technology to bring brand aspirations to life.

EssenceMediacom is a place for you to grow your career and expand your horizons.

EssenceMediacom is committed to building an agency culture that supports our people, puts diversity at the forefront of our operations, and creates opportunity for all.

This co

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