Administrative Assistant at Publicis Groupe in Toronto, Ontario, CA

Company Description

We’re a creative consultancy. That means we put creativity at the center of all our thinking—be it strategic consulting, design and advertising or product and service design. If you believe in the power of creativity to transform how people think and behave, you’re in the right place.

Overview

We’re looking for a dynamic, proactive Administrative Assistant to help support members of the leadership team at Leo. Reporting to the Executive Assistant, this person will assist across a variety of aspects including calendar management, expenses, travel, agency events and operations. Our ideal candidate is organized, is comfortable liaising with senior executives and their assistants, and is well versed in commonly used software related to travel, expenses, and daily office tasks.

Responsibilities

• Manage executives’ email, calendar activity daily, and coordinate meetings.
• Keep executives up to date on any adjustments to their calendars.
• Manage the Executive’s time efficiently.
• Follow up with clients on administrative matters such as meeting coordination and distribution of correspondence on the behalf of the Executives.
• Manage confidential information and communications including internal financials, client, and employee information discretely and confidentially.
• Manage All Staff and agency wide communication when needed.
• Process expense reports monthly (or as directed).
• Process timesheets on a weekly basis.
• Ensure hours have been recorded under appropriate client codes and job numbers where applicable.
• Act as a point of contact for all travel booking inquiries and support.
• Assist Executives and their respective teams with various administrative tasks.
• Book, monitor and modify domestic and international travel for executives
• Organize daily coffee / lunch runs
• Keep subscriptions up to date (e.g. online industry sites, magazines)
• Organize catering and meeting rooms for internal and clients related events and workshops.

Qualifications

• A minimum of 2 years’ supporting senior level staff (e.g. VP, Managing Director)
• Excellent interpersonal and communication skills.
• Highly organized with strong time management and attention to detail.
• Proactive, positive, and professional personality with the ability to deal with confidential and sensitive matters appropriately.
• Very strong verbal communication and writing skills.
• Comfortable coming into the agency 5, sometimes 4, days a week.
• Ability to adapt in a fast-paced environment while managing multiple projects.
• Thrive in having moving targets and pride yourself in your ability to keep things on track.
• Enjoys working both independently and in a team environment.
• Comfortable with office specific software (Microsoft Office, Outlook, Teams, Box/Dropbox, Gmail).
• You are a team player who understands that even those tiny asks can have a huge impact; it’s all in the details.
• You pride yourself in having a knack for names, faces and telling stories; getting to know the people on our team is what you are all about.
• Previous experience in communication, advertising/media, or related industries a plus.

Additional Information

Leo Toronto is an equal opportunity employer with a strong commitment to diversity and inclusion. Drawing on valuable perspectives and insights from our unique workforce allows us to continue sharing our best work with the world. We encourage applications from all qualified individuals and will provide appropriate accommodation for candidates with disabilities or accessibility needs throughout the recruitment process, upon request. Please contact our recruiter for any questions, accommodations or specific requests.

Transparency matters to us. The salary range for this position is CAD $55-65K per year. Actual compensation within this range will be based on a variety of factors, including relevant experience, knowledge, skills, and applicable certifications. This range reflects what we reasonably expect to offer based on current market data.

We use artificial intelligence (AI) tools to support parts of our hiring process, such as reviewing applications or analyzing resumes. These tools assist our recruitment team but never replace human decision-making. We believe in a human-first approach, where your experience and potential are recognized by people.