Job Information
Publicis Groupe Executive Assistant in Toronto, Ontario
Company description
Saatchi & Saatchi is an advertising agency with the belief that creativity, data, media and technology should all work together, and we use that to influence human behavior and drive success for clients. S&S is one of the world's largest agency networks with 114 offices and more than 6000 employees globally. Here in our Toronto office we work with some of the countries most valued brands including Toyota, Buckley's, and Children's Advil, as well as several under the Mondelez banner (Crispers, Oreo, and Chips Ahoy just to name a few). We’re an award winning agency in both creativity and effectiveness, so it’s really important for us here to convert that innovation and the great ideas into real tangible business results for the organization.
Overview
We’re looking for a dynamic Executive Assistant to help support our leaders at Saatchi & Saatchi. In this unique role, the Executive Assistant will directly support members of our executive team. Reporting to the President, they will assist across a variety of aspects to support the teams.
Responsibilities
Manage executives’ email, calendar activity daily, and coordinate meetings.
Keep executives up to date on any adjustments to their calendars.
Manage the Executive’s time efficiently.
Follow up with clients on administrative matters such as meeting coordination and distribution of correspondence on the behalf of the Executives.
Manage confidential information and communications including internal financials, client, and employee information discretely and confidentially.
Manage All Staff and agency wide communication.
Process expense reports monthly (or as directed).
Process timesheets on a weekly basis.
Ensure hours have been recorded under appropriate client codes and job numbers where applicable.
Act as the main point of contact for all travel booking inquiries and support.
Assist Executives and their respective teams with various administrative tasks.
Book, monitor and modify domestic and international travel for executives
Organize daily coffee / lunch runs
Organize catering and meeting rooms for internal and clients related events and workshops.
Qualifications
Experience in working with C-Suite level or executives
Excellent interpersonal and communication skills.
Highly organized with strong time management and attention to detail.
Proactive, positive, and professional personality with the ability to deal with confidential and sensitive matters appropriately.
Very strong verbal communication and writing skills.
Comfortable coming into the agency 5, sometimes 4, days a week.
Ability to adapt in a fast-paced environment while managing multiple projects.
Thrive in having moving targets and pride yourself in your ability to keep things on track.
Enjoys working both independently and in a team environment.
Working knowledge of office specific software (Microsoft Office, Outlook, Teams, Box/Dropbox, Gmail).
You are a team player who understands that even those tiny asks can have a huge impact; it’s all in the details.
You pride yourself in having a knack for names, faces and telling stories; getting to know the people on our team is what you are all about.
Previous experience in communication, advertising/media, or related industries a plus.
Additional information
Saatchi is an equal opportunity employer and we welcome and encourage applications from all interested parties. Accommodations are available, upon request, for all stages of the interview and employment process for those with a disability or medical need during any stage of the recruitment process.