Executive Assistant

1 week ago

Toronto, Canada ENT Marketing Inc. Full time

**Executive Assistant**

**We inspire brands to be braver.**

**ENT MARKETING** is a one-of-a-kind full service branded entertainment agency. Since 2011, ent has been helping brands develop meaningful consumer engagements by creating value-added experiences that build trust. With a deep understanding of brands looking to impact audiences, we build end-to-end programs for brands with a focus on the areas of music, sports, food, and cinema.

**About the Opportunity**

Reporting to the CEO and the Managing Director, the Executive Assistant is essential to the agency operations by supporting the key executives and actively participating in agency administration.

**What You Will Do**

You will be responsible for providing overall office administration and support with agency needs by managing the administration, schedules, and communication of key executives in the agency. You will provide calendar management, meeting support, travel arrangements, drafting correspondence while maintaining the highest level of discretion and confidentiality. You will also help with all general day to day office administration and:

- Provide sophisticated calendar management across multiple time zones for two executives. Prioritize requests, schedule meetings, trouble shoot conflicts, make judgements and recommendations to ensure a smooth-running day.
- Work closely with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate needs in advance of meetings, conferences, etc. Work ahead on schedule management to ensure conflicts don’t arise.
- Arrange and handle all logistics for in person and virtual meetings, conference calls and events: schedule meetings; book meeting rooms and hospitality as needed; draft agendas, develop, compile, and distribute any materials needed, record and share minutes and key follow ups items.
- Organize travel, accommodation, transport and transfers and draft itineraries.
- Compile monthly expense reports & tracking on behalf of executives.
- Liaise with other colleagues’ external vendors on behalf of the executives, adhering to agency processes and standards.
- Complete a broad variety of administrative tasks including assisting with special projects, reports, and presentations; undertaking research projects as and when needed.
- Work with other team members for awareness and provide additional support as needed.
- Conduct research and create reports on various topics based on the needs of the agency.
- Assist with maintaining and organization of agency materials and information both physical and digital.
- Complete detailed research on assigned projects and tasks.
- Complete ad hoc errands and projects upon requests.

**About You**

You have at least 3 plus years of relevant work experience in similar function in small agency or the equivalent and are:

- Able to hit the ground running and have an excellent capacity to learn new things
- Superior in your communication skills both written and verbal and the ability to deal with sensitive information while maintaining a high degree of discretion and confidentiality
- Flexible to work outside of regular business hours when required and have a strong sense of urgency
- Organized and able to execute tasks in a fast-paced, demanding environment and can switch priorities quickly
- Highly detail-oriented with an acute attention to detail
- Impeccable, superior time management skills
- A problem solver, who can think outside the box with little direction
- Experienced in office management and administration
- The holder of driver’s license and have access to a personal vehicle (preferred)

**Job Types**: Full-time, Permanent

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Paid time off

Schedule:

- 8 hour shift

Supplemental pay types:

- Bonus pay

Ability to commute/relocate:

- Toronto, ON: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Expected start date: 2023-03-06

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