Assistant

Job summary

Manage calendars, meetings, travel, expenses, invoices, and administrative records for three senior marketing leaders, while providing backup support to the Chief Marketing Officer’s Executive Assistant. Coordinate marketing and communications projects, events, and team activities, and handle confidential information professionally.

Job details

Assistant – Marketing Fulltime, Hybrid – Downtown Toronto About the opportunity A leading professional services firm is hiring an Assistant to join its Marketing & Communications team in downtown Toronto. This is an administration-focused role: managing calendars, coordinating meetings and processing expenses for three senior marketing leaders. You will support two Directors of Business Development and the Director of Communications. You will also be the primary backup to the Executive Assistant to the Chief Marketing Officer, covering the CMO's office during absences and peak periods. This role is ideal for an organized early-career professional who wants to build toward an Executive Assistant career. You will learn senior-level executive support first-hand while gaining broad exposure to professional services marketing. Key responsibilities Calendar management (two Directors, BD and Director, Communications) Manage three busy, frequently changing calendars, balancing internal priorities with client commitments Schedule internal and client meetings across multiple time zones, resolving conflicts proactively Book meeting rooms, virtual meeting links and catering Flag upcoming deadlines, travel and commitments so each Director is prepared Meeting coordination Prepare agendas, briefing notes and meeting materials in advance Take minutes, record action items and follow up on outstanding tasks Coordinate recurring team meetings, leadership sessions and client meetings Organize travel and itineraries as needed Expense and administrative management Prepare, reconcile and submit expense reports for all three Directors on time and in line with firm policy Process invoices and purchase orders; track marketing spend against budget Liaise with vendors, agencies and the finance team on payments and queries Maintain shared drives, contact lists, team calendars and project trackers EA backup to the CMO's office Cover the Executive Assistant to the CMO during vacations, absences and peak periods Manage the CMO's calendar, meetings, correspondence and expenses when covering Act as a professional first point of contact for senior leaders and clients Handle confidential information with discretion Marketing, BD and communications support Coordinating projects ensuring timelines are met Help schedule internal communications, newsletters and social posts Support client events and seminars: invitations, RSVPs, logistics and on-site help Take on ad hoc projects across the Marketing & Communications team What you bring: 2–7 years of administrative, coordinator or assistant experience, ideally in professional services (legal, accounting, consulting or financial services) Proven experience managing multiple calendars and scheduling complex meetings Experience preparing and reconciling expense reports and processing invoices Advanced skills in Microsoft Outlook, Word, Excel, PowerPoint and Teams Excellent written and oral communication skills along with strong proofreading skills Highly organized, able to juggle several stakeholders and competing priorities Sound judgment and discretion with confidential information A clear interest in growing into an Executive Assistant role Post-secondary diploma or degree in Business, Office Administration, Marketing or a related field Nice to have Experience supporting or backing up a senior executive Familiarity with expense platforms (e.g., Concur, Chrome River) and a CRM (e.g., InterAction, Salesforce) Exposure to marketing, BD or communications work Event coordination experience French or another language an asse Why join Hands-on experience supporting senior leaders. Broad exposure to business development, communications and events in a leading firm Hybrid schedule with one remote day per week, in a central, transit-accessible downtown office Competitive salary, benefits, RRSP/pension matching, vacation, professional development: confirm details

What you’ll do

Manage calendars, meetings, travel, expenses, invoices, and administrative records for three senior marketing leaders, while providing backup support to the Chief Marketing Officer’s Executive Assistant. Coordinate marketing and communications projects, events, and team activities, and handle confidential information professionally.

Requirements

Applicants should have 2–7 years of administrative, coordinator, or assistant experience, ideally in professional services, with experience managing multiple calendars, complex scheduling, expenses, and invoices. A post-secondary diploma or degree in Business, Office Administration, Marketing, or a related field is requested, along with strong Microsoft Office skills, communication and proofreading abilities, organization, discretion, and an interest in developing into an Executive Assistant role.

Benefits

• Competitive Salary
• Benefits
• RRSP/Pension Matching
• Vacation
• Professional Development

Listed skills

• Microsoft Outlook · Preferred
• Microsoft Word · Preferred
• Microsoft Excel · Preferred
• Microsoft Teams · Preferred
• written communication · Preferred
• Organization · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Complex Meeting Scheduling
• Meeting Coordination
• Expense Reporting
• Invoice Processing
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams
• Written Communication
• Oral Communication
• Proofreading
• Organization
• Confidentiality and Discretion
• Event Coordination

Job areas

• Administrative
• Marketing
• Management & Leadership
• Finance & Accounting
• Customer Service & Support

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