Acart is looking to hire an Executive Assistant for our President who can provide a variety of administrative and personal support in an organized and timely manner. This position is a ‘front-line’ position that directly supports all of the executive, strategic, and administrative elements of running an innovative advertising and strategic marketing consulting agency.

You will work on a one-to-one basis with our President on a variety of tasks related to his working life and communication. Your responsibilities will include:

Strategic Support

Prioritizing and managing multiple projects simultaneously, and following through on issues in a timely manner
Facilitating staff meetings by structuring agendas, taking notes, and organizing work streams
Anticipating needs and being proactive with solutions
Proactively managing any problems or obstacles that arise while completing every day responsibilities
Providing a strong level of customer service to the internal team and clients

Calendar and Travel Management

Planning, coordinating, and executing varying types of internal and external meetings and events
Managing and updating personal and professional calendars
Providing a “gatekeeper” and “gateway” role, creating win-win situations for direct access to the executive’s time
Conferring with the president on a daily basis to ensure calendar is manageable and up-to-date
Understanding client relationships to manage and maintain calendars
Coordinating both internal and client-facing meetings and conference calls, including setting up meeting room, ordering food, copying materials, prepping binders, etc.
Coordinating all domestic and international travel logistics including flight itineraries, hotel rates and reservations, car services, and personal travel preferences

Operations/Administrative Support

Welcoming and greeting staff, executives, and guests
Opening, reviewing, routing, and disseminating interoffice and external mail, distributing correspondence and other material to department staff
Running business errands and occasional personal errands
Responding to calls and texts during business hours and occasionally after hours
Serving as a point person for President’s nonprofit and scholarship work

Candidate Requirements

Detail-oriented, excellent judgment, strong communication skills
Proficient typing and keyboard skills, spelling, grammar, and punctuation
Able to perform dictation and transcription tasks
Able to work within a fast-moving, small team, willing to roll up your sleeves, get busy and hustle
Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Ability to work with integrity, professionalism, discretion, and sensitivity for confidentiality at all times
Understanding of digital marketing and advertising is an asset
2–4 years previous experience as an Executive Assistant is desirable
Bilingualism (French) not necessary but is an asset

Job Type: Full-time

If you think you would be a good fit for this position, please send your resume and cover letter to careers@acart.com.