General information

Agency: Initiative

Job Function: Administration

Location: Toronto, Canada

Job Ref#: 12381

Description & Requirements

Position Summary

The Executive Assistant provides efficient, and professional administrative support to the agency CEO and members of the leadership team. As the ideal candidate, you are a strong and fluent communicator and are comfortable interacting with people at all levels in the business community. Additionally, you have the drive to motivate the people around you, and you have the ability to build and maintain relationships and teamwork within the organization. If you consider yourself a consummate organizer, take pride in seeing tasks and projects to completion, are able to manage competing priorities under tight deadlines (and still have a little fun) this may be the role for you!.

Key Responsibilities

• Support the CEO of Initiative; manage her calendar to ensure the day runs smoothly

• Facilitate communications on behalf of the CEO

• Assist the CEO and leadership team with submitting expenses reports & travel as required

• Prepare meeting documentation, presentations, and agendas as required

• Greet clients, vendors, and other office visitors

• Coordinate internal agency events that contribute to agency culture

• Have pride and ownership of the overall office experience

• Manage employee engagement budget

• Assist with meeting room requests

• Assist with any catering requests for meetings

• Manage the relationships and communications with office vendors to ensure office is maintained/stocked and running smoothly (office supplies, coffee, snacks, etc.)

• Send out courier packages as needed

• Other duties as required

Desired Skills & Experience

• Minimum of 3-5 years’ experience supporting a C-suite executive

• Agency experience is an asset

• Proven experience working in a professional manner: ability to handle sensitive information with a high degree of confidentiality

• Strong 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 with all levels of staff and clients

• Demonstrated aptitude to prioritize tasks based on comparative importance and urgency

• Strong attention to detail and demonstrated ability to provide a high level of accuracy

• Solid judgment and decision-making ability

• 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 an equal opportunity employer and we welcome and encourage applications from all interested parties. Accommodations are available, upon request, for those with a disability or medical need during any stage of the recruitment process. We thank all candidates for their interest in IPG Mediabrands, however, only those candidates selected for an interview will be contacted.

What do we prioritize at Mediabrands & Kinesso Canada? Putting People First.


🌱 Investing in Your Career Growth: 42% of staff across Canada were promoted last year. With a network of agencies in Canada and over 130 offices worldwide, we support your professional goals locally and globally. #likeaboss


😎 Promoting Flexible Working: A hybrid workweek that works for you! Prefer to work from another country? We have the opportunity to work from anywhere in the world for 6 weeks each year. #youdoyou


❤️ Prioritizing Your Wellbeing: We start with a minimum of 37 paid days off including vacation and monthly wellness days. We also have 4-day long weekends year-round, meeting-free Friday afternoons, half-day summer Fridays, competitive benefits, RRSP matching, and more. Mental health training is provided for everyone and we have certified Mental Health First Aiders on staff to offer support. #selfcarematters


🙏 Building a Community Where Everyone Belongs: Leading the industry in our efforts to increase representation, celebrate uniqueness, and build community, we always look for new ways to foster a sense of belonging through our culture, our partnerships and our work. #youbelong


🎨 Embracing Challenging Projects: We offer opportunities to be involved with memorable, collaborative and engaging media campaigns for internationally recognized brands. Our work is reflective of the passion, agility, curiosity and drive of individuals across Mediabrands and Kinesso. #winningtogether

About Us

Initiative is different to other media agencies.

We are not trapped by a legacy structure primarily centered on paid advertising. Instead, we are liberated by a new world structure designed to deliver highly differentiated and highly effective communications strategies for our clients.

We’re not the biggest agency in town. So rather than outsize our competitors we must outsmart them. That’s why we’ve built the strongest strategic capability of any agency in the market. Core to this strategic capability is an obsession with culture and how brands can pivot from brand advertising (which is forgettable) to cultural branding (which is memorable).

Our new world model is comprised of four central “craft centers” – Client Advice and Management, Strategy, Communications Design and Partnerships.

OUR BEHAVIORS

Initiative respects that everyone has something unique to contribute to the agency.

We are a bunch of eclectic and brilliant misfits with diverse backgrounds that represent the unique fabric of consumers and culture.

We want you to be yourself. We want to hear your opinions. We want to see your passion and energy.

If you disagree with something you see or hear then speak up. We will never punish or penalize you for bringing something important to our attention.

If you believe you can improve something in the agency then speak up. We will always listen to your ideas and suggestions.

We will not tolerate harassment, bullying or corporate politics. We will not tolerate discrimination of any kind. We expect you to be responsible on social media and remember that you represent the agency and should not bring us into disrepute.

We are committed to your learning and development. The agency will organize regular training to enhance and accelerate your career – we expect you to prioritize training and actively participate.

We strive for world-class work on every client, every time.

We believe that good enough is not good enough.