Ogilvy

Executive Assistant

Posted Date 1 month ago(3/9/2020 12:30 PM)
Requisition ID
2020-7113
Location
CA-ON-Toronto
Department
Administration / Administration

Overview / Description

Position Summary 

 

We are seeking an experienced Executive Assistant to join our team, supporting the CEO and Executive Team.  Our ideal candidate will have experience supporting senior-level leaders in an extremely fast-paced environment, and demonstrate experience with travel planning and expense reports, and proficiency in Microsoft Word, Excel, PowerPoint and Keynote.The successful Executive Assistant will have a kind and professional demeanor, act calm under pressure, be a quick problem solver, have the ability to manage multiple tasks as well as follow through in a timely and effective manner. This opportunity requires an exceptional professional who can seamlessly manage administrative needs, requiring heavy communication with both internal and external industry professionals.

Responsibilities / Responsabilités

Here’s what you’ll be doing to support the Agency

 

  • Provide administrative support and manage, coordinate and schedule meetings the CEO and Executive Team.
  • Plan and organize travel arrangements (domestic and international) to include researching and scheduling the best options, dealing with necessary changes/adjustments to the itinerary, and preparing related expense reports.
  • Handle document preparation and create and/or edit using advanced features of Microsoft Word, Excel and Powerpoint.
  • Manage multiple task lists, seeing tasks through to completion, often under tight deadlines.
  • Plan and arrange meetings and events.
  • Assist manager and team in conducting research preparing presentations and reports and tracking a variety of details.
  • Lead and complete special projects as required.
  • Support in new business development; maintaining a database, researching materials, preparing, coordinating and organizing materials for presentations.
  • Liaising with HR and Finance in handling of confidential information.

Qualifications

Here’s what you’ll bring to the table

 

  • Previous experience in an advertising agency is preferable, but not mandatory.
  • 3+ years in an Executive Assistant role.
  • Must possess strong administration/office skills including business etiquette, answering phones, and fielding requests (ability to act as a “gate keeper”).
  • Efficient use of Microsoft Outlook for scheduling and communication, preparation of documents, reports and presentations using Microsoft Word, Excel and PowerPoint.  Knowledge of Keynote is a plus but not mandatory.
  • Extensive experience with calendar management, travel planning (including domestic and international travel), and expense reports.
  • Strong multi-tasking skills and the composure required to display grace under pressure.
  • Proven ability to take initiative and think and plan ahead.
  • A “can do” attitude and the willingness to perform a wide variety of tasks required to meet the daily demands of the business.
  • Proven time management and organizational skills and an exceptional ability to pay attention to detail in a fast paced, multi-tasking environment.
  • Outstanding writing, presentation and communication skills.
  • Team player.
  • Able to work professionally and courteously with senior executives, and appropriately handle highly confidential information.

Options / Options

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