About The Role
We are seeking a highly organized and proactive Executive Assistant to support our Founder & Head of Agency. This role is pivotal in ensuring seamless operations, effective communication, and efficient management of high-level schedules and vendor relationships. The ideal candidate is detail-oriented, solutions-driven, and comfortable navigating a fast-moving agency environment. Key responsibilities include:
• Schedule Management: Own and optimize the Head of Agency’s calendar, ensuring efficient time allocation for meetings, events, and strategic priorities.
• Communications Management: Manage inbound and outbound communications, filtering requests, drafting responses, and maintaining professionalism across all interactions.
• Meeting Coordination: Organize internal and external meetings, including agenda preparation, note-taking, and follow-ups.
• Travel Arrangements: Plan and book travel itineraries, accommodations, and logistics.
• Vendor Relations: Build effective relationships with internal/external stakeholders and coordinate with vendors, venues, and partners to ensure smooth execution of projects.
• Project Support: Assist in managing timelines, deliverables, and coordination for client projects and agency initiatives.
• Operations Management: Help oversee office functions, inventory, systems, and administrative processes to keep the agency running efficiently.
• Confidentiality & Discretion: Handle sensitive information with the utmost confidentiality and professionalism.
• Schedule Management: Own and optimize the Head of Agency’s calendar, ensuring efficient time allocation for meetings, events, and strategic priorities.
• Communications Management: Manage inbound and outbound communications, filtering requests, drafting responses, and maintaining professionalism across all interactions.
• Meeting Coordination: Organize internal and external meetings, including agenda preparation, note-taking, and follow-ups.
• Travel Arrangements: Plan and book travel itineraries, accommodations, and logistics.
• Vendor Relations: Build effective relationships with internal/external stakeholders and coordinate with vendors, venues, and partners to ensure smooth execution of projects.
• Project Support: Assist in managing timelines, deliverables, and coordination for client projects and agency initiatives.
• Operations Management: Help oversee office functions, inventory, systems, and administrative processes to keep the agency running efficiently.
• Confidentiality & Discretion: Handle sensitive information with the utmost confidentiality and professionalism.
What We’re Looking For
• 2+ years of relevant experience, preferably an Executive Assistant role in a public relations or events environment.
• Undergraduate degree or college diploma in a related area.
• Strong organizational and multitasking abilities, with keen attention to detail.
• Excellent written and verbal communication skills.
• High level of professionalism and discretion.
• Ability to anticipate needs and proactively solve problems.
• Proficiency in calendar management tools, email platforms.
• Comfortable working in a fast-paced and deadline-driven environment.
• Undergraduate degree or college diploma in a related area.
• Strong organizational and multitasking abilities, with keen attention to detail.
• Excellent written and verbal communication skills.
• High level of professionalism and discretion.
• Ability to anticipate needs and proactively solve problems.
• Proficiency in calendar management tools, email platforms.
• Comfortable working in a fast-paced and deadline-driven environment.
About YBIMC
YBIMC is an award-winning integrated marketing and communications agency, this year celebrating our 15th anniversary and our inclusion on the Globe & Mail’s Top Growing Company’s in Canada list. At our core, we’re storytellers and we believe that a modern marketing and communications strategy is multi-disciplinary, built around data, and supported by expert context. Our mission is to explore the unbounded potential of brands, across platforms, tactics, and disciplines. We craft narratives, design experiences, start conversations, analyze reactions, and continually optimize to deliver results for world-class brands.
Phone calls will not be accepted regarding this position. While we thank all applicants for their interest, only those selected for an interview will be contacted. Interviews will be conducted in person at our Toronto office and/or via video call. YBIMC is committed to diversity and inclusion of all people.