Mediabrands - Executive Assistant

IPG Mediabrands; Toronto; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A leading media and marketing solutions provider in Toronto seeks an Executive Assistant to provide professional administrative support to multiple executives. This hybrid role involves managing calendars, travel, and office logistics, ensuring smooth operations. Ideal candidates have strong interpersonal and organization skills, proficiency in Microsoft Office, and the ability to handle confidential information. The company offers generous paid time off, flexible work arrangements, and personal development opportunities.

Benefits

Generous paid time off

Flexible hybrid work model

Formal training opportunities

Community-based employee groups

Qualifications

• Previous experience in an administrative role supporting senior leadership.
• Ability to handle sensitive information with confidentiality.
• Ability to work with minimal supervision in a fast-paced environment.

Responsibilities

• Manage executive calendars and travel bookings.
• Coordinate internal agency events and office management.
• Prepare boardrooms and assist with client meeting preparations.

Skills

Administrative support

Interpersonal skills

Organizational skills

Microsoft Office proficiency

Problem-solving skills

Tools

Concur

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Microsoft SharePoint

Job description

Overview

REPORTS TO : CEO

LOCATION: Toronto - Hybrid 3 days a week in the office Tuesday – Thursday and more as needed. Monday & Friday will be remote.

Position Summary

The Executive Assistant provides efficient, organized, and professional administrative support to multiple Executives and agency reception. As the ideal candidate, you are an effective communicator and are comfortable interacting with team members, clients, and vendors at all levels in the business. You are a consummate team player, able to build great relationships across the organization, and create a welcoming atmosphere for guests. You possess strong problem-solving skills, take ownership and pride in seeing your work through to completion, and are always one step ahead of your executives\' needs.

Responsibilities

Executive Management

• Executive calendar management, ensuring their day runs smoothly
• Manage Executive travel bookings, and expense management through Concur
• Support executives with meeting room requests; help teams navigate any booking conflicts as needed

Office management

• Manage repairs, cleaning services and building upkeep
• Ordering and maintaining office supplies
• Presence at reception on assigned floor, greeting guests and facilitating office requirements of the day
• Coordinate internal agency events that contribute to agency culture
• Responsible for building decks and driving presentations for agency townhalls
• Support team members with courier requests, providing direction and information

Clients

• Prep for client meetings in the office. Includes ensuring that boardrooms are booked and prioritizing their needs while onsite
• Assist with any catering requests for meetings as needed

Desired Skills & Experience

• Previous experience in an administrative role, supporting senior leadership
• Proven experience working in a professional manner: ability to handle sensitive information with a high degree of confidentiality
• Interpersonal and organizational skills with an ability to maintain confidentiality
• Ability to work with minimal supervision and direction within a fast-paced, deadline- oriented environment
• Ability to interact professionally and positively with all levels of employees and clients
• Demonstrated aptitude to prioritize tasks based on comparative importance and urgency
• Attention to detail and demonstrated ability to provide a high level of accuracy
• Solid judgment and decision-making ability
• Proficiency in expense management, travel coordination and office administration
• Attention to detail and a team player
• In-depth knowledge and proficiency in the use of Microsoft Office, including but not limited to Word, Excel, PowerPoint, Teams, and SharePoint

IPG Mediabrands Information

IPG Mediabrands is the media and marketing solutions division of Interpublic Group (NYSE : IPG). IPG Mediabrands manages over $47 billion in marketing investment globally on behalf of its clients across its best-in-class brands UM, Initiative, Media Experts, Reprise, MAGNA, Orion, Mediabrands Content Studio, and the IPG Media Lab. IPG Mediabrands clients include many of the world\'s most recognizable and iconic brands from a broad portfolio of industry sectors including automotive, personal finance, consumer packaged goods (CPG), pharma, health and wellness, entertainment, financial services, energy, toys and gaming, direct to consumer and e-commerce, retail, hospitality, food and beverage, fashion and beauty. The company employs more than 18,000 diverse marketing communications professionals in more than 130 countries. Learn more at and follow us on LinkedIn : Mediabrands Canada and Instagram : @MediabrandsCanada.

What’s in it for you?

• Generous paid time off with a minimum of 37 paid days off including vacation and monthly wellness days. We also have four-day long weekends, half-day summer Fridays, and meeting-free Friday afternoons year-round.
• A flexible hybrid work model that works for you.
• A focus on personal development with formal training opportunities, including mental health training and inclusion education for everyone.
• A chance to be part of and grow within a global network of agencies.
• The opportunity to contribute to our company culture by joining one of our many community-based employee groups, such as Black Employee Network, Girls on Fire, Hispanic or Latinx Alliance, Neuro Network, Pan-Asian Network, and Rainbow Lounge.

IPG Mediabrands 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 the selection process, please reach out to