Executive Assistant

At Mayk Ideas, we understand that agency life is a creative battlefield. To emerge victorious, we need organized, flexible team members with enthusiasm, discretion and excellent judgement – but what we really need is a superhero. With that in mind, we are currently seeking an Executive Assistant to support our Chief Creative Officer (CCO) with all day-to-day business activities: overseeing correspondence, managing projects and communicating findings related to corporate and client initiatives. The assistant must have excellent judgement and discretion. As a positive, well-organized, enthusiastic professional, the assistant will have the flexibility and skills to manage competing priorities. If you’re a miracle worker, consider this your call to action. Essential Functions  Manages meeting details such as scheduling meetings, preparing agendas, taking minutes and ensuring meetings are logistically organized  Provides administrative support including preparation and distribution of project related deliverables, agendas, minutes  Support the Creative Director in coordinating and managing projects to ensure that project timelines and in-scope deliverables are clearly communicated and effectively delivered as per plan, on time and on budget  Creates, formats, proofreads and edits documents and correspondence  Responds promptly and accurately to all client queries, ensuring a high level of customer service  Accurately updates databases including CRM, project and document management systems  Updates intranet using SharePoint or other client data management systems  Download various marketing related information from market research databases  Distribute communications materials to media and other key contacts as required using email marketing program and some basic HTML  Conducts research for potential marketing/communications initiatives for Partner  Maintains filing system  Liaises with clients, stakeholders etc.  Assists with items related to internal functioning Required Education and Experience  5+ years administration experience preferably in an advertising agency or marketing environment  University Degree  Advanced proficiency in MS Office suite (Word, Excel, Access and PowerPoint)  Proven skills using MS Project, SharePoint and a CRM  Demonstrated ability to conduct research using the internet  Excellent oral and written communication skills, with strong interpersonal skills  Pleasant and professional telephone and email manner  Able to deal courteously and effectively with people  Able to maintain confidentiality and handle all interactions with diplomacy and tact  Ability to communicate in both official languages (English/French) is considered an asset