We’re looking for a dynamic Administrative Assistant to help support our leaders and teams, all while keeping our family of agencies running like a well-oiled machine. In this unique hybrid role, the Administrative Assistant will directly support our growing agency family of North Strategic, MSL Canada, Notch Video and MSL Studios. Reporting to the VP of HR, they will assist across a variety of aspects to support the agencies.
-
Work with our social committees to organize events and help to foster a best place to work environment
-
Partner with HR and IT to organize All Staff meetings and ensure they run smoothly
-
Participate in the planning and rollout of office administration and IT projects
-
Act as a liaison between our teams and the shared Publicis Groupe IT and Facilities teams to ensure smooth operations
-
Support the teams on an ad hoc basis including ordering client gifts, organizing uber vouchers, client mailers, etc.
-
Act as the main point of contact for all travel booking inquiries and support
-
Maintenance of agency wide subscriptions and memberships
-
Ownership and maintenance of company-wide distribution lists and account access/memberships as well as ad hoc administration of Google and Dropbox company accounts
-
Assist in preparation of new business meetings / presentations
-
Work with teams on product storage solutions and ensure our offices are clean and decluttered
-
Manage large incoming and outgoing product shipments along with the appropriate account team members, shipping providers and mail room staff
-
Allocate time to cultivating relationships with senior leaders and expanding a strong network of contacts across the office
-
Proactively partner with senior leaders and team members in the Toronto office to ensure all administration, IT, HR and Finance needs are met
-
Establish relationships with 3rd party vendors to help keep the agencies running smoothly and efficiently
-
Perform various other administrative, HR and finance duties to assist the team, as required
-
Degree or Diploma in Business Administration, Marketing Administration or equivalent education and/or experience in a related field
-
Excellent interpersonal, communication and organizational skills
-
Proactive, positive and professional personality with the ability to deal with confidential and sensitive matters appropriately
-
Master of first impressions with your great communication and written skills
-
Ability to work in a fast-paced environment where you’ve always got multiple projects on the go
-
Being hyper organized is you in a nutshell, you thrive on having multiple moving targets and pride yourself in your ability to keep things on track
-
Ability to work under pressure and manage multiple requirements and deadlines related to the role
-
Enjoys working both independently and in a team environment
-
Working knowledge of AI and office specific software (Microsoft Office, Outlook, Teams, Box/Dropbox, Gmail)
-
Deep integrity and strong work ethic
-
You enjoy working on a wide variety of projects and are interested in learning about the industry
-
You are a true team player who understands that even those tiny asks can have a huge impact; it’s all in the details
-
You pride yourself on having a knack for names, faces and telling stories; getting to know the people on our team is what you’re all about
-
You love a fast paced, service driven environment with the opportunity to make a true impact
-
Previous experience in the public relations, communication, advertising/media or related industries a plus
