Executive Administrative Assistant

Position Summary

This role offers administrative support to several executives as well as front-desk reception coverage. The person in this position should communicate clearly, work comfortably with colleagues, clients, and vendors at different levels, and help create a professional and welcoming experience for guests. Strong ownership, sound problem-solving ability, discretion, and a proactive mindset are essential.

Work Arrangement

This is a hybrid position based in Toronto. In-office presence is required three days each week, specifically Tuesday through Thursday, with Monday and Friday working remotely. Additional office attendance may be needed as required.

Key Responsibilities

• Oversee executive calendars so schedules remain organized and days run efficiently.
• Arrange executive travel and process expenses using Concur.
• Assist with meeting room bookings and help resolve any scheduling conflicts for teams.
• Handle office upkeep needs such as repairs, cleaning coordination, and building maintenance follow-up.
• Order office supplies and ensure inventory is maintained.
• Cover reception duties on the assigned floor, welcome visitors, and support daily office needs.
• Help organize internal agency events that support workplace culture.
• Create decks and help deliver presentations for agency town halls.
• Support courier-related requests by giving guidance and relevant information to staff.
• Prepare for in-office client meetings by securing boardrooms and making sure client needs are prioritized while they are onsite.
• Assist with catering arrangements for meetings when needed.

Desired Experience and Skills

• Background in administration, ideally in a role supporting senior leaders.
• Ability to manage confidential and sensitive information professionally.
• Strong interpersonal and organizational skills.
• Comfort working independently with limited supervision in a fast-moving, deadline-driven setting.
• Professional and positive communication style with employees and clients at all levels.
• Good prioritization skills, with the ability to judge what is most urgent and important.
• High attention to detail and a strong record of accuracy.
• Practical judgment and confident decision-making.
• Experience with expense handling, travel coordination, and general office administration.
• Strong teamwork mindset.
• Advanced working knowledge of Microsoft Office tools, including Word, Excel, PowerPoint, Teams, and SharePoint.

Compensation

The expected annual pay range for this role is $55,000 to $65,000.

Benefits and Perks

• At least 37 paid days off each year, including vacation and monthly wellness days.
• Four-day long weekends.
• Half-day summer Fridays.
• Meeting-free Friday afternoons throughout the year.
• Flexible hybrid working arrangement.
• Formal learning and development opportunities, including mental health training and inclusion education.
• Opportunity to grow within a global agency network.
• Access to employee community groups such as Black Employee Network, Girls on Fire, Hispanic or Latinx Alliance, Neuro Network, Pan-Asian Network, and Rainbow Lounge.

Additional Information

This role is currently open and applications are being reviewed continuously. Omnicom Media is an equal opportunity employer and considers applicants without discrimination based on race, colour, ethnicity, gender, age, religion, creed, national origin, sexual orientation, gender identity, marital status, citizenship, genetic information, disability, or any other protected basis under applicable law. Accommodation requests during the hiring process can be directed to canadatalent@mbww.com.