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Executive Personal Assistant Creative

Executive Personal Assistant Creative

Toronto, ON


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  Reporting to the Senior Designer and company Creative Genius and Rainmaker for North America, the Executive Personal Assistant will have senior administrative support experience, proficient written and verbal communication, and exceptional organization skills. You will be responsible for supporting our client’s most senior leader directly with the coordination of client focused projects and management of administrative and personal requirements, and workflow.

Job Description


  • Supports filtering employees/stakeholders reaching out to Principals, ensures stakeholders and employees are in touch with point people on projects rather than Principals directly
  • Travel coordination
  • Correspondence, letters, and email triage. Staying on top of bigger projects, fee proposal, internal communication.
  • Credit card, and expense reconciliation.
  • Developing Travel packages and agendas for Executive travel, such as prepare documents, itineraries, including presentations, notes, etc
  • Creative proposal support, coordinate with graphic designers, and proposal and marketing team.
  • Calendar management – regular calendar changes. Following up with meetings, and changes to daily appointments.
  • Following up directly with clients, other stakeholders. CEOs, COOs, and Political figures
  • Saving documents, and emails that are important to Principals project work. Specific instructions and approvals into project folders
  • Timesheets for completion and approval based on calendar and scheduling
  • Managing the flow of information and correspondence with internal staff, external clients and organizations on behalf of the leader, including keeping contact lists up-to-date, following up on next steps
  • Conducting other research as needed (on vendors, venues, price quotes)
  • Coordinating Canadian events (monthly communication meetings, design meetings, seasonal staff celebrations and ad-hoc events)
  • Assisting with other related duties, and personal tasks as required

Job Requirements


  • Five plus years of Administrative support experience at the Senior Executive Level
  • Proficiency in Microsoft Office Suite, particularly in PowerPoint, Outlook and Excel
  • Strong written and verbal communication skills
  • Extremely organized with a keen eye for detail
  • Ability to prioritize and manage multiple projects and deadlines
  • Interest in working in a creative environment
  • Ability to research, source and track relevant sources and develop summaries of initial studies on topics as directed by and for the use of either Principal and/or Sector or Project teams
  • Collaboration and close coordination with Marketing and Human Resources
  • Respect for the sensitivity and confidentiality of some documents and information that this role would have access to
  • Positive attitude, passion and patience
  • Comfortable working in a fast-paced environment

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