The Executive Assistant will support senior executives by managing calendars, preparing documents, handling expenses, coordinating travel, and assisting with onboarding and special projects.
Edelman is a voice synonymous with trust, reimagining a future where the currency of communication is action. Our culture thrives on three promises: boldness is possibility, empathy is progress, and curiosity is momentum.
At Edelman, we understand diversity, equity, inclusion and belonging (DEIB) transform our colleagues, our company, our clients, and our communities. We are in relentless pursuit of an equitable and inspiring workplace that is respectful of all, reflects and represents the world in which we live, and fosters trust, collaboration and belonging.
Edelman has experienced unprecedented growth in recent years – growth that is reflective of the firm’s ongoing evolution from a PR agency into a communications marketing firm. We now offer several specialized areas of expertise, including creative, social, paid media and research to help clients evolve, promote and protect their brands in the market. By investing heavily in specialty areas – and by focusing on collaboration, agency position, innovation, and establishing a culture of creativity – Edelman is well-positioned to continue to deliver best-in-class work to our clients in today’s complex media landscape. In Canada, Edelman has offices in Toronto, Vancouver, Calgary, Ottawa and Montreal, and more than 60 offices worldwide.
Edelman is currently hiring a Toronto-based professional and enthusiastic Executive Assistant to support our team.This role will act as executive assistant to the Global Partner Chief Creative Officer and the SVP, Head of Production and Creative Operations.
This role plays an integral part in the smooth running of our agency. You must bring an entrepreneurial mindset and solid experience managing the administrative life of busy executives.
You are polished, professional and diplomatic. You have gained the reputation of bringing strong administrative skills and a proven history of excellent customer service, including advanced organizational skills, excellent written, oral, and interpersonal communication skills, as well as the ability to discreetly handle confidential information. You are a forward thinker who takes a proactive approach to supporting both day-to-day operations and longer-term initiatives.You can multi-task and juggle competing priorities with a smile.
Responsibilities:
- Calendar management: coordinate and schedule executives’ meetings and events including agenda development and distribution, setting up calendar invites and preparation of supporting documents
- Material development: enhance Executives’ effectiveness by assisting with the creation of summary briefs, emails, reports and presentations
- Expense and billing management: prepare and process expense reports, purchase invoices, benefit claims and timesheets for the executive
- Maintain confidence at all times, exercising tact and professionalism
- Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheets and/or presentation software
- Assist with new employee onboarding
- Make travel arrangements including flights and hotels
- Assist with planning special projects, including social events and team meetings
- Cover the reception desk in the Toronto office as needed
- Assisting the SVP, Head of Production and Creative Operations with creative operations, scheduling and coordination across creative and cross-functional teams as needed
- Supporting new hire and freelancer onboarding processes, including scheduling, documentation, and communications as needed
- Managing and maintaining internal systems and tools, such as SharePoint, with a focus on content organization and upkeep as needed
Qualifications:
- Post-secondary training in a relevant discipline
- Minimum 2-yearsof experience as an Administrative or Executive Assistant
- Experience working in an entrepreneurial professional services, consulting or communications agency environment is preferred
- Excellent computer skills including a high degree of proficiency in Microsoft Teams, Word, Excel, Outlook and PowerPoint
- Superior organizational skills with meticulous attention to detail
- Solid multi-tasking skills; able to manage and balance large volumes of work
- Strong analytical skills with the ability to exercise judgment when dealing with problems or issues that may arise
We are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience doesn’t perfectly align with every qualification, we encourage you to apply anyway. You may be just the right candidate for this or other roles.
Top Skills
Excel
Microsoft Teams
Outlook
PowerPoint
Word
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What you need to know about the Montreal Tech Scene
With roots dating back to 1642, Montreal is often recognized for its French-inspired architecture and cobblestone streets lined with traditional shops and cafés. But what truly sets the city apart is how it blends its rich tradition with a modern edge, reflected in its evolving skyline and fast-growing tech industry. According to economic promotion agency Montréal International, the city ranks among the top in North America to invest in artificial intelligence, making it le spot idéal for job seekers who want the best of both worlds.
Key Facts About Montreal Tech
- Number of Tech Workers: 255,000+ (2024, Tourisme Montréal)
- Major Tech Employers: SAP, Google, Microsoft, Cisco
- Key Industries: Artificial intelligence, machine learning, cybersecurity, cloud computing, web development
- Funding Landscape: $1.47 billion in venture capital funding in 2024 (BetaKit)
- Notable Investors: CIBC Innovation Banking, BDC Capital, Investissement Québec, Fonds de solidarité FTQ
- Research Centers and Universities: McGill University, Université de Montréal, Concordia University, Mila Quebec, ÉTS Montréal
