Location of position: Toronto, in person (5 days a week in office)
Salary: Commensurate with experience
Start Date: Immediate
Deadline: February 28, 2025
Media Headquarters, a leading content company based in Toronto, has an exciting opportunity for a full-time Executive Assistant/Office Manager to join our team.
If you are confident, have a positive energy and are motivated to be part of building a leading global production company, this position is for you. Ideal candidates will have 5+ years of experience in administration and thrive in wearing multiple hats. Experience in media is beneficial but not required. Strong organizational and communication abilities are key to success in the position.
Responsibilities:
· Serve as Executive Assistant to the CEO and Executive Vice President.
· Provide calendar management to executive team including scheduling meetings, conference calls, creating and distributing daily and weekly schedules.
· Manage day-to-day office operations including liaising with building management, service providers, office suppliers, cleaning staff, IT department, courier companies, telephone companies, copier manufacturers, water delivery etc.
· Oversee office cleanliness, working with cleaning staff to ensure the office is tidy, organized, and well-maintained.
· Assist in the development and implementation of office policies, procedures, and best practices to ensure office efficiency.
· Build strong relationships with all departments within the company and develop and maintain relationships with outside contacts, partners, and clients.
· Act as point of contact for company health and safety guidelines.
· Research and prepare presentations including marketing materials.
· Provide accounting support as required.
· Provide on-boarding and off-boarding related tasks for contractors.
· Maintain and manage filing and material organization.
· Greet, assist and direct visitors.
· Manage executive travel plans including hotel, air and restaurant.
· Coordinate and organize team lunches and off-site reservations.
· Plan and manage company events.
· Manage company’s website and social media channels including writing and editing.
Qualifications:
· A minimum of 5 years experience in an administrative position.
· An undergraduate degree or other similar academic track-record.
· Excellent calendar and email management skills.
· Exceptional organizational, planning and interpersonal skills combined with a dedicated work ethic.
· Exceptional written and verbal communication skills.
· Experience booking travel and accommodations.
· Cheerful, flexible and ability to execute with poise when under pressure.
· A detail-oriented self-starter who demonstrates initiative.
· Ability to manage priorities and rapidly respond to changes.
· Ability to ensure clear, concise and accurate correspondence and notes.
· Strong computer skills are essential and a working knowledge of Mac is required with proficiency in Microsoft Office. Proficiency in Photoshop, InDesign, Keynote is a benefit.
· Knowledge of social media apps.
· While experience in the media industry is not mandatory, a passion for the arts and creative sectors is an asset.
Salary is commensurate with experience.
Deadline for submission is February 28, 2025. Only those selected for an interview will be contacted. No phone calls please.
