Role

We are looking for a dynamic, reliable and personable Administrative Assistant to join our team! The ideal candidate is an expert at anticipating needs and excels working in fast paced environments.

Bookmark is a full-service marketing agency that combines content and communications to create multi-platform programs for luxury and lifestyle brands, such as Air Canada, Fairmont Hotels & Resorts, Lindt, Tourism Toronto and Mercedes Benz.

As our Administrative Assistant, you’ll be responsible in enhancing the productivity of the Executive Team through comprehensive organizational and administrative support.

Reporting: Position reports to the Executive Team (CEO and Executive VPs)
Length: 1 year contract

Responsibilities

  • Process expense reports
  • Coordinate meetings (invites, catering, reservations, etc.)
  • Manage calendars and travel requests
  • Co-author internal/external communications and coordinate delivery
  • Manage select projects (and events) related to company culture and relationships with clients and other Bookmark offices
  • Organize files and other administrative duties
  • Proactively support Executive Team
  • Other Responsibilities
  • Act as internal/external gatekeeper on select projects
  • Conduct basic research (clients, competitors, market, etc.)
  • Support with development of PowerPoint presentations
  • Shadow the Executive Team for select meetings (notes, assistance, etc.)
  • Collaborate with the office manager to ensure that the office space is clean and presentable, as well as support with implementation on new office initiatives
  • Provide admin support on business development efforts, as required

Qualifications

  • 1-3 years of admin experience
  • Exceptionally organized and strong time management skills
  • Clear, concise written and verbal communication skills
  • Expert knowledge of Mac and Microsoft Office Suite (Outlook, PowerPoint, Word, Excel)
  • Ability to multitask and to work independently at a variety of functions
  • Positive, can-do attitude and superb customer service skills