Office Coordinator/Executive Assistant

☞ Edelman

見る: 156

更新日: 28-05-2024

場所: Toronto Ontario

カテゴリー: 管理/事務/アシスタント マーケティング/ PR コンサルティング/カスタマーサービス 金融/銀行/株 レストラン/ホテル/観光

業界: Media Communication

ジョブタイプ: Full-time

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仕事内容

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.
Edelman Toronto is currently hiring a professional and enthusiastic “Director of First Impressions” (receptionist) to also provide administrative assistance to our team. As the first point of contact, the Receptionist plays an integral role to the smooth running of the 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 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 can multi-task and juggle competing priorities with a smile.

Remote Responsibilities:

    • Manage system greetings and general office voicemail box
    • Co-ordinate and schedule executives’ meetings and events including agenda development and distribution, setting up calendar invites and preparation of supporting documents
    • Support in the development of presentations for internal/external speaking opportunities
    • Enhance Executive’s effectiveness by preparing and coordinating the preparation and submission of summary briefs, emails, reports and presentations
    • Prepare and process expense reports, purchase invoices, benefit claims and timesheets for the executive.
    • Make travel arrangements including flights and hotels
    • 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
    • Working with the finance team to create purchase orders and manage timely processing of invoices
    • Work with HR to update staff telephone list and other directories
    • Assist with new employee onboarding
    • Order couriers as requested, manage incoming and outgoing packages, mail and deliveries
    • Support Office Manager in Toronto with Edelman’s Global Citizenship Network and participate as member of Edelman Toronto Green Team

Plus ~ Return To Office Responsibilities:

    • Manage office visitors (internal and external) and answer calls to the general reception phone line.
    • Keep the reception area, conference rooms and kitchen neat, clean and organized
    • Take responsibility for maintaining office premises safely and soundly, including all general office equipment and servicing
    • Handle set up for presentations, including chairs, computer/laptop and projector
    • Take bookings for conference/meeting rooms; assure rooms are cleaned after use
    • Make travel arrangements including flights and hotels
    • Monitor and maintain adequate stock of office supplies
    • Ensure that office supply room and kitchen are kept neat and orderly and properly stocked
    • Maintain kitchen supplies including food, beverage, plates/utensils and cleaning supplies
    • Maintain magazine/online subscriptions and annual memberships

Qualifications:

    • Minimum 2-year experience as a Receptionist, Office Administrator or Administrative 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 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
ACCOMODATIONS:
Edelman welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. If you require accommodation to participate in this recruitment, please contacthr.toronto@edelman.com.

Edelman is a global communications firm that partners with businesses and organizations to evolve, promote and protect their brands and reputations. Our 6,000 people in more than 60 offices deliver communications strategies that give our clients the confidence to lead and act with certainty, earning the trust of their stakeholders. Our honors include the Cannes Lions Grand Prix for PR; Advertising Age’s 2019 A-List; the Holmes Report’s 2018 Global Digital Agency of the Year; and, five times, Glassdoor’s Best Places to Work. Since our founding in 1952, we have remained an independent, family-run business. Edelman owns specialty companies Edelman Data & Intelligence (DxI) and United Entertainment Group (entertainment, sports, lifestyle).

For more information please visit: www.edelman.com
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締切: 12-07-2024

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