Executive Assistant

Edelman; Toronto; On-site; CAD 80,000 - 100,000; Full time

Job summary

A leading communications marketing firm based in Toronto is seeking a polished Executive Assistant. In this role, you will support senior executives by managing schedules, preparing documents, and coordinating meetings. Candidates should have at least 2 years of similar experience and strong organizational skills. If you thrive in a dynamic environment and appreciate a diverse workplace, we encourage you to apply.

Qualifications

• At least 2 years of experience as an Administrative or Executive Assistant.
• Experience in a professional services, consulting, or communications agency is preferred.
• Strong multi-tasking abilities to manage large volumes of work.

Responsibilities

• Coordinate and schedule meetings and events.
• Assist in creating briefs, emails, reports, and presentations.
• Prepare and process expense reports, invoices, benefit claims, and timesheets.
• Maintain confidentiality at all times.
• Make travel arrangements for flights and hotels.
• Support onboarding processes for new hires and freelancers.

Skills

Organizational skills

Communication skills

Problem-solving skills

Multi-tasking ability

Education

Post-secondary education in a relevant discipline

Tools

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Edelman is a voice synonymous with trust, reimagining a future where the currency of communication is action. Our culture thrives on three promises: boldness is possibility, empathy is progress, and curiosity is momentum. At Edelman, we understand that diversity, equity, inclusion, and belonging (DEIB) transform our colleagues, our company, our clients, and our communities. We are in relentless pursuit of an equitable and inspiring workplace that is respectful of all, reflects and represents the world in which we live, and fosters trust, collaboration, and belonging.

Edelman has experienced unprecedented growth in recent years, reflecting the firm’s ongoing evolution from a PR agency into a communications marketing firm. We now offer specialized areas of expertise, including creative, social, paid media, and research, to help clients evolve, promote, and protect their brands in the market. By investing heavily in these areas and focusing on collaboration, innovation, and a culture of creativity, Edelman is well-positioned to deliver top-tier work in today’s complex media landscape.

In Canada, Edelman has offices in Toronto, Vancouver, Calgary, Ottawa, and Montreal, with more than 60 offices worldwide. We are currently hiring a Toronto-based professional and enthusiastic Executive Assistant to support our leadership team. This role will act as an executive assistant to the Global Partner Chief Creative Officer and the SVP, Head of Production and Creative Operations. The role is vital for the smooth operation of our agency.

You must bring an entrepreneurial mindset and solid experience managing the administrative responsibilities of busy executives. You are polished, professional, and diplomatic, with a reputation for strong administrative skills and excellent customer service. You possess advanced organizational skills, excellent written, oral, and interpersonal communication skills, and the ability to handle confidential information discreetly. As a forward thinker, you take a proactive approach to supporting both daily operations and strategic initiatives, with the ability to multi-task and manage competing priorities with a positive attitude.

Responsibilities include:

1. Calendar management: coordinate and schedule meetings and events, develop agendas, distribute materials, and prepare supporting documents.
2. Material development: assist in creating briefs, emails, reports, and presentations to enhance executive effectiveness.
3. Expense and billing management: prepare and process expense reports, invoices, benefit claims, and timesheets.
4. Maintain confidentiality and exercise tact and professionalism at all times.
5. Prepare various documents including invoices, reports, memos, letters, and financial statements using appropriate software.
6. Assist with onboarding new employees.
7. Make travel arrangements for flights and hotels.
8. Support planning of special projects, social events, and team meetings.
9. Provide coverage at the reception desk as needed.
10. Assist the SVP with creative operations, scheduling, and coordination across teams.
11. Support onboarding processes for new hires and freelancers, including scheduling and documentation.
12. Manage and maintain internal systems like SharePoint, focusing on content organization and upkeep.

Qualifications include:

• Post-secondary education in a relevant discipline.
• At least 2 years of experience as an Administrative or Executive Assistant.
• Experience in a professional services, consulting, or communications agency is preferred.
• Proficiency in Microsoft Teams, Word, Excel, Outlook, and PowerPoint.
• Excellent organizational skills with meticulous attention to detail.
• Strong multi-tasking abilities to manage large volumes of work.
• Analytical skills with sound judgment for problem-solving.

We are committed to building a diverse, inclusive, and authentic workplace. If you’re excited about this role but your experience doesn’t match every qualification, we encourage you to apply. You may be the perfect fit for this or other roles.