Firm Media Inc is hiring: Executive Administrative Assistant in Ontario

An effective Executive Administrative Assistant is essential for delivering efficient secretarial and administrative support in a well-organized and timely manner. This role involves close collaboration with the Chief Executive Officer and Chief Strategy Officer, managing various tasks to streamline workflows, filter communications, and oversee initiatives related to their external business interests and public relations.

As an individual contributor, you will provide personalized assistance to ensure smooth operations and effective communication. Your responsibilities include managing schedules and correspondence, organizing meetings, and maintaining confidentiality. We are looking for someone who is proactive, detail-oriented, and has exceptional organizational and communication skills.

RESPONSIBILITIES

• Be a primary point of contact between the CEO and/or CSO and their business associates, clients, and vendors.
• Receive calls, take messages, and route correspondence.
• Filter and disseminate requests and queries appropriately.
• Efficiently take meeting notes, arrange meetings and appointments, and provide reminders.
• Make travel and trade show arrangements.
• Monitor office supplies and research advantageous deals or suppliers.
• Produce reports, presentations, and briefs when needed.
• Maintain an efficient documentation and filing system. 
• Corporate event planning oversight. 
• Manage other outside business interests and initiatives. 
• Open and close office daily.  
• Other duties as assigned. 

QUALIFICATIONS

• Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial position
• Full comprehension of office management systems and procedures
• Excellent knowledge of Google Workspace suite of apps
• Entry-level design skills
• Proficiency in English
• Exemplary planning and time management skills
• Up to date with advancements in office tools and applications
• Ability to multitask and prioritize daily workload
• High-level verbal and written communication skills
• Discretion and confidentiality
  

ATTRIBUTES

Leadership

• Be an example to and influence your peers positively.
• Exhibit a strong work ethic, punctuality, and a commitment to your responsibilities.
• Have a positive attitude and approach, inspiring others.

Accountability

• Embrace ownership of your actions and responsibilities within a team framework.
• Honor your commitments and focus on delivering high-quality on time.
• Work collaboratively to rectify issues as they arise while ensuring their recurrence.

Professionalism

• Communicate thoughtfully and respectfully.
• Represent the company's core values.

Solve Problems Proactively

• Look for and anticipate potential challenges. Where possible, proactively seek out solutions before they escalate.
• Contribute with innovative ideas. 
• Collaborate efficiently with your team. Tackle issues head-on and be a problem-solver.

Seek Continuous Improvement

• Embrace a growth-oriented mindset, actively pursuing opportunities to elevate your skills and knowledge.
• Stay up to date with industry trends and breakthroughs.
• Engage in workshops, seminars, and training sessions. 

Positivity

• Approach challenges with an optimistic outlook, driving motivation and resilience. 
• Foster a culture of encouragement and support.