Executive Assistant

Omnicom Media; Toronto; Hybrid; CAD 60,000 - 67,000; Full time

Benefits offered by this job

Generous PTO

Hybrid work model

Wellness days

Professional development

Global network

Job summary

Omnicom Media in Toronto is seeking an Executive Assistant to provide professional administrative support to multiple Executives and agency reception. The role requires excellent communication, discretion, and strong organizational skills in a fast-paced environment.

You will manage calendars, travel, meetings, and office operations, while supporting events and client engagements on-site and remotely. This position offers a hybrid schedule and opportunities for growth within a global network.

Qualifications

• Experience in administrative roles supporting senior leadership.
• Ability to handle sensitive information with high confidentiality.
• Strong interpersonal and organizational skills with discretion.
• Ability to work independently in a fast-paced environment.
• Professional interaction with all employee and client levels.
• Adaptability to prioritize tasks by importance and urgency.
• Meticulous attention to detail and accuracy.
• Good judgement and decision-making skills.
• Proficiency in expense management and travel coordination.
• Team-player attitude with attention to detail.
• Proficient in Microsoft Office: Word, Excel, PowerPoint, Teams, SharePoint.

Responsibilities

• Manage executive calendars to keep days running smoothly.
• Handle travel bookings and expense management with Concur.
• Support executives with meeting room requests and booking conflicts.
• Maintain office repairs, cleaning, and building upkeep.
• Order and maintain office supplies.
• Provide reception duties and greet guests.
• Coordinate internal agency events and culture initiatives.
• Create presentation decks and support townhall presentations.
• Assist with courier requests and routing of information.
• Prepare for client meetings on-site, prioritizing client needs.

Skills

Executive support

Confidentiality

Office administration

Travel coordination

Calendar management

Communication

Problem-solving

Interpersonal skills

Attention to detail

Microsoft Office

Concur

SharePoint

Teams

PowerPoint

Excel

Word

Education

Experience in administrative roles supporting senior leadership

Tools

Concur

SharePoint

Teams

PowerPoint

Excel

Word

Job description

Job Description

Location: Toronto – Hybrid, 3 days a week in the office Tuesdays–Thursdays and more as needed. Mondays & Fridays remote.

Agency: Omnicom Media

Job Function: Business Support

Job Subfunction: Executive and Administration Support

Position Summary

The Executive Assistant provides efficient, organized, and professional administrative support to multiple Executives and agency reception. The ideal candidate is an effective communicator comfortable interacting with team members, clients, and vendors at all levels. A consummate team player, they build great relationships across the organization, create a welcoming atmosphere for guests, possess strong problem‑solving skills, take ownership and pride in seeing work through to completion, and remain one step ahead of executives’ needs.

Key Responsibilities

• Manage executive calendar to ensure days run smoothly.
• Handle executive travel bookings and expense management through Concur.
• Support executives with meeting room requests and help teams navigate any booking conflicts as needed.
• Manage office repairs, cleaning services and building upkeep.
• Order and maintain office supplies.
• Provide reception duties on the assigned floor, greeting guests and facilitating daily office requirements.
• Coordinate internal agency events that contribute to agency culture.
• Create presentation decks and support agency townhall presentations.
• Assist team members with courier requests, providing direction and information.
• Prepare for client meetings in the office, ensuring boardrooms are booked and prioritizing client needs on site.
• Assist with catering requests for meetings as needed.

Desired Skills & Experience

• Previous experience in an administrative role supporting senior leadership.
• Professional experience handling sensitive information with high confidentiality.
• Strong interpersonal and organizational skills with the ability to maintain confidentiality.
• Ability to work independently with minimal supervision in a fast‑paced, deadline‑oriented environment.
• Professional and positive interaction with all employee and client levels.
• Adaptability to prioritize tasks based on importance and urgency.
• Meticulous attention to detail and accuracy.
• Solid judgment and decision‑making skills.
• Proficiency in expense management, travel coordination, and office administration.
• Team‑player attitude with strong attention to detail.
• In‑depth knowledge and proficiency in Microsoft Office: Word, Excel, PowerPoint, Teams, and SharePoint.

Benefits

What’s in it for you?

• Generous paid time off with a minimum of 37 paid days including vacation and monthly wellness days; 4‑day weekends, half‑day summer Fridays, and meeting‑free Friday afternoons year‑round.
• Flexible hybrid work model that works for you.
• Focus on personal development with formal training opportunities, including mental health training and inclusion education for everyone.
• Chance to grow within a global network of agencies.
• Opportunity to contribute to company culture through community‑based employee groups such as Black Employee Network, Girls on Fire, Hispanic or Latinx Alliance, Neuro Network, Pan‑Asian Network, and Rainbow Lounge.

Equal Opportunity Statement

Omnicom is an equal‑opportunity employer, committed to providing equal employment opportunities to all employees and applicants without regard to race, colour, ethnicity, gender, age, religion, creed, national origin, sexual orientation, gender identity, marital status, citizenship, genetic information, disability, or any other basis prohibited by applicable federal, provincial, or municipal law. If you require an accommodation in any aspect of these selection processes, please reach out to [e-mail].

Salary: CAD 60,000 – CAD 67,000.

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