Executive Assistant

Company Overview

Are you ready to elevate your career in the fast-paced world of marketing, advertising and technology?

Look no further than Operatic, one of Canada's premier agencies and one of the fastest-growing companies in the country for five consecutive years. At our core, Operatic is a creative digital agency that solves complex business challenges with audience-centric strategy and measurable bottom line results. Our strengths include research, strategy, creative, omni-channel media, digital marketing (SEO, email, etc.) and technology executions that better connect brands with their intended audience.

If you're entrepreneurial and passionate about marketing strategy, creative problem-solving, proactively supporting others, and delivering exceptional results, we want you on our team!

About the Role

The Executive Assistant role at Operatic Agency is not your standard EA position—it's an opportunity to become a true partner in growing our business while gaining the invaluable opportunity to participate in the creation of marketing strategies for a diverse array of clients. This role is pivotal in organizing, coordinating, and collaborating with the CEO, senior leadership team, and broader company, ensuring the seamless execution of both client and internal initiatives. This role is ideal for an individual who has an entrepreneurial drive, is passionate about marketing and has a strong interest in helping others to succeed.

What You'll be Doing

Business Development & Strategy:

• Research and Analysis: Supporting the CEO with analysis and decision-making across our organization
• Real-time Problem-solving: Anticipating challenges and taking proactive steps to address them
• Marketing Strategy: Collaboratively working with the CEO and associated teams to create comprehensive marketing strategies for a diverse array of clients
• Pitch & SOW Creation & Delivery: Preparing, editing, and formatting pitches, presentations, reports and correspondence

Organizational and Administration Support

• Meeting Coordination: Prioritizing, organizing, and coordinating meetings
• Meeting Preparation: Preparing agendas, scheduling meeting rooms, attending meetings as required and taking notes; this includes following up on action items to ensure they're progressing as planned
• Task Coordination: Prioritizing, organizing, and coordinating work periods on client deliverables and company initiatives
• Calendar Management: Prioritizing, scheduling and managing the CEO's calendar in real-time and providing weekly outlines in accordance with the CEO's requests
• Travel Arrangements: Planning and booking travel, accommodations, and itineraries for in-person meetings and trips

Project Management Support

• Project Management: Assisting in the planning, execution, and monitoring of internal and external projects
• Special Projects: Undertaking special projects assigned by the CEO
• Budget Management: Assisting with expense tracking and financial reporting

Relationship Management

• Liaison Role: Clearly communicating messages between the CEO, leadership, and other team members and clients with full context
• Networking: Building and maintaining relationships with key contacts and stakeholders

Personal Assistance

• Personal Tasks: Handling some personal tasks for the CEO such as managing coordination with personal calendar/ appointments, assisting with scheduling and management of service providers or personal event planning
• Confidentiality: Maintaining an exceptionally high level of confidentiality and discretion in handling sensitive information

What You'll Bring to the Role

• A minimum of 3 years experience in a marketing role such as a Marketing Specialist, Marketing Coordinator, Marketing Manager or Executive Assistant in a Startup / Agency environment
• A diploma or degree in Business Administration, Marketing or Administrative Support
• Exceptional written and verbal communication skills
• Meticulous attention to detail in all aspects of your work
• Effective time management for your own time and the CEO's
• Ability to handle multiple initiatives at once and prioritize them effectively
• Strong ability to analyze and find quick and clever ways to overcome challenges
• Ability to build relationships and work well with diverse personalities
• Very high level of integrity and ability to handle confidential information
• Skilled in Google Workspace (Gmail, Google Calendar, Google Meet, Google Slides, Google Docs, Google Sheets) and other relevant tools
• A basic understating of marketing included but not limited to:
  • Marketing Strategy
  • Creative Strategy
  • Advertising
  • Digital and traditional media
  • Social Media / Influencer marketing
  • SEO
  • UX
  • Project management and agency operations
• A drive to develop range by learning new skills that expand your expertise

Nice to Have

• Entrepreneurial experience/exposure
• Hospitality experience

Why Operatic Agency

• Clear leadership vision
• Challenging and meaningful work
• Competitive pay and comprehensive benefits:
  • Medical insurance
  • Dental and vision insurance
  • Life and disability insurance,
  • Mental health support
• Culture of excellence
• Future-thinking
• Professional growth
• Collaborative & supportive environment
• Recognition & reward
• Diverse clientele
• Vibrant location & hybrid work

Operatic Agency values inclusion and access for all applicants and employees. Should you require accommodation to participate in the application and interview process, please let us know. Operatic Agency continuously aims to foster a workplace in which individual differences are recognized, appreciated, and respected.

Thank you for your interest in joining Operatic Agency! Only those selected for next steps will be contacted.