Office Administrator/ Executive Assistant - Toronto based

Position Summary:

As an event experience agency, Creative Group relies on this role to keep the Canada Region running behind the scenes — spanning sales administration, office and facilities management, and freelance talent oversight. Partnering closely with the SVP, Business Development Canada and the regional Account Executives, the role drives pre-sales execution, smooth office operations, and the onsite staffing that brings our events to life. Core responsibilities include administering client agreements, supporting bids and RFI responses, and coordinating business development activity, as well as managing office administration, compliance, and building-management liaison. The role also administers the company's freelance talent benches — Trip Directors and Creative and Production contractors — owning onboarding, contracting, staffing, communication, and standards, while aligning regional practices with the Schaumburg office.

Essential Functions:

Sales Support Administration

• Responsible for maintaining accurate MSA, LOA and LOI templates aligned to the most current company legal name, terms, and conditions.
• Issues initial MSA and LOA for newly acquired client logos, as well as renewal of MSAs.
• Supports and project manages bid submissions with the Account Executives, for RFI responses and non-destination related presentation materials.
• Coordinates in-office client visits, off-site events, and client recognition initiatives as required.
• Acts as out of office back up for SVP and AEs, supporting continuity of pre-sales activities and service as client escalation point when needed.
• Manages registration, payment, and travel/materials for business development participation in networking events, conferences, and tradeshows.
• Support AE initiatives related to non-program operations or special coordination requests including client gifting and unique account needs.

Facilities Management and Office Administration

• Oversees day-to-day office administration and facilities management, ensuring smooth operations, as directed by regional leadership.
• Maintains up to date staff lists, personal contact information, pertinent personal data where required for business purposes (allergies, medical conditions), emergency contacts, and organizational charts.
• Manages office equipment maintenance, vendor coordination, and supply procurement.
• Oversees flex office areas, storage facilities, and supply inventory. Assigns and communicates monthly kitchen duty responsibilities.
• Maintains stationery and business card inventory in coordination with the Schaumburg office.
• Serves as primary building management liaison for Creative Group team at 251 Consumers Rd (in partnership with Direct Travel office manager)
• Leads and recruits emergency preparedness team, ensuring employees are informed and trained on evacuation procedures and crisis response protocols (a requirement of our lease agreement with building management)
• Project-manages strategic company and regional initiatives affecting shared resources and processes (e.g. SharePoint conversions, office branding, corporate headshots, criminal-records-check administration for MSA compliance).
• Leads regional cross functional projects as required to support compliance, operational change or business initiatives.
• Oversee the purchasing and shipment of various employee items for bereavement, new hires, anniversaries recognition program regionally (collaborates with Schaumburg office executive assistant for consistency)
• Owns preparation of presentation materials and asset collection for the Monthly Canada Team Regroup Call
• Onboards new in-office hires: requests building access and parking passes, sets up desks (welcome signs, name plates, supplies), and coordinates with IT so equipment is ready for day one.
• Oversees all courier billing reconciliation and allocation of shipping costs (FedEx, Purolator, Canada Post, etc.)
• Assists with a variety of administrative tasks, as needed. May conduct research for a project.
• Serves as DocuSign administrator for confidential and legal documentation, and client facing agreements. And filing of final executed copies.
• May need to communicate important building and office information to employee base.

Onsite Freelance Talent and Staffing Administration:

Event Onsite Talent Coordination with Director of CX:

• Maintains the Trip Director bench and supports vetting, interviewing, and onboarding in collaboration with the Director of CX, helping ensure adequate coverage across English, French, and Spanish speaking talent.
• Maintains all IC agreements and NDAs for the Trip Director roster on an annual basis (roster of 45 Trip Directors)
• Manages companywide communication with Trip Directors and maintains the onsite staffing inbox.
• Coordinates onsite staff assignments and contracting at the direction of, and in close collaboration with, the Director of CX (including holding, booking, and problem-solving last-minute cancellations.
• Centralizes onsite event supply ordering at the direction of the CX team — coordinating vendors (Amazon, Staples, florists), controlling costs, maximizing material reuse, and managing receipts and cost allocation across projects.
• Maintains Creative Group onsite uniform and name-badge inventory — distribution, tracking, and returns.
• Supports annual internal reviews of Trip Director performance and gathers Trip Director feedback on working with Creative Group

Creative and Production Talent Administration:

• Maintains the Creative and Production freelance bench and serves as an administrative point of contact for contracted talent.
• Prepares and maintains annual IC agreements for approved freelance partners.
• Maintains a central document roster of contractor expertise, rates, availability and contact information.
• Prepares statements of work to freelance contractors for all project-based engagements, as directed by leadership.
• Coordinates outreach to bench talent at the request of team leaders.

Minimum Requirements/Qualifications:

• Minimum 2 years college program preferably in a related field (event management, hospitality, marketing agency)
• 3+ years in executive administrative support, office management, business operations, or event management, with proven ability to manage complex work and exercise sound judgment independently.
• Takes ownership of projects — anticipating needs, resolving issues, and following through with minimal direction.
• Experience handling confidential, sensitive, and business-critical information with discretion and professionalism.
• Strong project-coordination skills: manages multiple deadlines, organizes detail, and works effectively across teams.
• Excellent typing and computer skills, including specific software knowledge/experience:
• Adobe Illustrator, Adobe Photoshop, Adobe InDesign,
• SalesForce CRM
• Proficient in Microsoft Office (Word, Advanced Excel and PowerPoint are a must)
• Excellent command of the English Language (French is an asset)
• Experience working in a fast-paced environment

Non-negotiable Hiring Criteria:

• Models behaviour that reflects our organization’s vision and values

• Relates well to all levels of the organization, including executives.

• Models a positive, solution-based approach and be flexible and open to change

• Must be able to work autonomously, while thriving in a team environment

• Strong verbal and written communication, with a professional email tone.

• Excellent time-management and organizational skills to juggle multiple projects, meet deadlines, and prioritize.

• Must take initiative and be resourceful, and be able to work independently

• Must possess attention to detail with extreme accuracy and accountability

• Must be able to maintain confidentiality and trust.

• Strong analytical, problem-solving, and decision-making skills: tracks metrics, defines problems, and draws sound conclusions independently.

Working Conditions:

• Accessibility during core business hours
• Work in Toronto office 2 days per week
• Frequent use of a computer and other office equipment
• Frequent sitting, standing, and walking

The above statements are intended to describe the general nature and level of the work being performed by individuals assigned to this job. This is not an exhaustive list of all the duties and responsibilities associated with the role. As with all positions, the responsibilities and duties of this position may change. The Company, in its discretion, may alter this job description at any time with or without notice.