Location: Toronto, Ontario, Canada
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Agency: Mediabrands - Canada
Ref#: 21388
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Type of Contract: Regular

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’re 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.

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 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 www.ipgmediabrands.ca and follow us on LinkedIn: Mediabrands Canada and Instagram: @MediabrandsCanada.

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