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Adelphi Group

Executive Administrative Assistant

Toronto, ON, Canada

Full-time

Apply About employer

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Job details

Job type: Full-time
Posting language: English
Posted: Sep 1, 2026

Original job description

Agency:

Omnicom Media

Job Function:

Business Support

Job Subfunction:

Executive and Administration Support

Job Description:

LOCATION: Toronto - Hybrid 3 days a week in the office Tuesday – Thursday and more as needed. Monday & Friday will be remote.

Position Summary
The  Executive  Assistant  provides efficient, organized, and professional administrative support to multiple Executives and agency reception. As the ideal candidate, you are an effective communicator and are comfortable interacting with team members, clients, and vendors at all levels in the business. You’re a consummate team player, able to build great relationships across the organization, and create a welcoming atmosphere for guests. You possess strong problem-solving skills, take ownership and pride in seeing your work through to completion, and are always one step ahead of your executives’ needs.

Key  Responsibilities

Executive  Management

Executive calendar management, ensuring their day runs smoothly
Manage Executive travel bookings, and expense management through Concur
Support executives with meeting room requests; help teams navigate any 
booking conflicts as needed

Office  Management

Manage repairs, cleaning services and building upkeep
Ordering and maintaining office supplies
Presence at reception on assigned floor, greeting guests and facilitating office  requirements of the day
Coordinate internal agency events that contribute to agency culture
Responsible for building decks and driving presentations for agency townhalls.
Support team members with courier requests, providing direction and information.

Clients

Prep for client meetings in the office. Includes ensuring that boardrooms are booked and prioritizing their needs while onsite.
Assist with any catering requests for meetings as needed

Desired Skills & Experience

Previous experience in an administrative role, supporting senior leadership
Proven experience working in a professional manner: ability to handle sensitive information with a high degree of confidentiality
Interpersonal and organizational skills with an ability to maintain confidentiality
Ability to work with minimal supervision and direction within a fast-paced, deadline- oriented environment
Ability to interact professionally and positively with all levels of employees and clients
Demonstrated aptitude to prioritize tasks based on comparative importance and urgency
Attention to detail and demonstrated ability to provide a high level of accuracy
Solid judgment and decision-making ability
Proficiency in expense management, travel coordination and office administration
Attention to detail and a team player
Indepth knowledge and proficiency in the use of Microsoft Office, including but not limited to Word, Excel, PowerPoint, Teams, and SharePoint

This is an active vacancy. We are currently hiring for this role and reviewing applications on an ongoing basis.

Expected Salary: $55,000 - $65,000

Omnicom Media is providing the compensation range that the company is willing to pay for this position based on the successful applicant’s education, experience, knowledge, skills and abilities. In addition, Omnicom Media provides rewarding offerings such as:

Generous paid time off with a minimum of 37 paid days off including vacation and monthly wellness days. We also have four-day long weekends, half-day summer Fridays, and meeting-free Friday afternoons year-round.
A flexible hybrid work model that works for you.
A focus on personal development with formal training opportunities, including mental health training and inclusion education for everyone.
A chance to be part of and grow within a global network of agencies.
The opportunity to contribute to our company culture by joining one of our many community-based employee groups, such as Black Employee Network, Girls on Fire, Hispanic or Latinx Alliance, Neuro Network, Pan-Asian Network, and Rainbow Lounge.

Omnicom is an equal opportunity employer, committed to providing equal employment opportunities to all employees and applicants without regard to race, colour, ethnicity, gender, age, religion, creed, national origin, sexual orientation, gender identity, marital status, citizenship, genetic information, disability, or any other basis prohibited by applicable federal, provincial, or municipal law. If you require an accommodation in any aspect of the selection process, please reach out to canadatalent@mbww.com

$55,000 - $65,000

Omnicom’s policy requires employees to work in the office for a minimum of three days a week, unless additional in-office days are directed by their agency or manager. Our objective is to increase this requirement over time, and many of our agencies as well as Omnicom’s corporate group already require five days of in-office attendance.

Omnicom is committed to hiring and developing exceptional talent. We agree that talent is uniquely distributed, and we’re focused on developing inclusive teams that can bring the best solutions to everything we do. We strongly believe that celebrating what makes us different makes us better together. Join us - we look forward to getting to know you. We will process your personal data in accordance with our Recruitment Privacy Notice.

Link to Recruitment Privacy Notice: https://www.omc.com/privacy-notice/

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More about this job

Responsibilities

The Executive Administrative Assistant provides professional administrative support to multiple executives, including calendar management, travel bookings, and expense reporting. Additionally, the role involves office management duties such as reception coverage, facility maintenance, and coordinating internal agency events.

Requirements

Candidates must have previous experience in an administrative role supporting senior leadership and possess strong interpersonal and organizational skills. Proficiency in Microsoft Office and the ability to handle sensitive information with high confidentiality are essential requirements.

Skills

Calendar management
Travel coordination
Expense management
Office administration
Communication
Problem-solving
Confidentiality
Microsoft Office
Word
Excel
PowerPoint
Teams
SharePoint
Event coordination
Presentation building
Customer service

Benefits

Paid time off
Vacation
Monthly wellness days
Four-day long weekends
Half-day summer Fridays
Meeting-free Friday afternoons
Flexible hybrid work model
Formal training opportunities
Mental health training
Inclusion education
Employee groups

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistant
Administrative Support
Office Management
Concur
Calendar Management
Travel Coordination
Expense Management
Microsoft Office
SharePoint
Reception
Event Coordination
Client Relations
Hybrid Work
Professionalism
Confidentiality
Data Privacy
Agency Support
Townhall Presentations
Facility Maintenance
Vendor Management

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