Executive Assistant / Office Manager

We are looking for a senior-level, experienced, organized, resourceful and tech-savvy person-of-all-trades who is obsessed with details, clear communication and problem-solving to join our culture-focused agency. You will serve as an important contact to all team members, ensuring smooth daily operations, providing IT and administrative management and support, and acting as the owner of all culture initiatives. Working closely with the leadership team, you will support the Managing Partner, VP of Operations, Finance Department and other key executives with daily needs as well as provide strategic guidance on systems and policies to keep our office efficient and performing at a high-level.

Talk Shop is a full-service, integrated communications agency and one of Canada’s Top 100 Employers. We value bright ideas and are always looking for smarter ways to work. We work with diverse clients in the technology, consumer, luxury and real estate industries. Our team is made up of smart, driven, kind people who celebrate each other’s successes and learn from our mistakes. Our employees enjoy perks like flexibility, paid time off for volunteer days, learning and development sessions and competitive pay. Talk Shop has the industry’s lowest turnover rates – our people have the opportunity to build careers at Talk Shop and we offer mentorship and coaching to support career growth.

A day in the life of the Executive Assistant / Office Manager: 

Administration/IT

• Represent Talk Shop – act as the first point of contact – you’ll answer and direct incoming calls, and greet guests/deliveries (when we return to the office)
• Develop great relationships and act as the point of contact for all office vendors 
• Oversee and maintain all technology and office inventory needs
• Ensure team-wide compliance on office policies and procedures
• Manage all office files, company accounts, passwords, and logins, oversee Google Drive and digital file organization and maintenance  
• Maintain “Home Edit” level organization in office – organize all office supplies, ensure daily cleanliness is kept up (when back in office)
• Be the leader on all agency management tools/software and support with daily maintenance/administration
• Be a Solution Seeker – act resourcefully to troubleshoot office, IT and admin issues as they arise and serve as the first point of contact for team members on any administrative or IT questions 
• Prepare and manage client contracts quickly and accurately 
• Take and disseminate detailed meeting minutes during internal meetings as required 

Team

• Be our internal culture champion – work with Talk Shop leaders to coordinate company culture initiatives (take point on our highly anticipated annual team retreat, organize quarterly events and outings) 
• Support with recruitment: Collect and screen candidate applications for the firm
• Contribute to the onboarding experience for new team members – including new employee training on office policies, tech and tools (Expensify, Slack, GDrive etc.)
• ‘Wow’ our clients and partners through creative gifting during the holiday season
• Take lead on the firm’s important birthday, thank-you, sympathy, congratulations card and gift initiatives 
• Manage our comprehensive benefits plan
• Help implement agency policies 

Note: Specific duties and responsibilities may change as needs arise. 

What you’ll bring: 

• An obsession with organization and extreme attention to detail
• In-depth experience supporting executives and/or large teams with administrative duties 
• Experience with office management
• Knowledge of the Google suite of tools including G-Mail, Google Docs, Calendars, Hangouts
• Excellent communication skills – you give the update before it’s asked for 
• Proactive nature – you take it upon yourself to start projects and suggest improvements 
• Flexibility and the ability to manage multiple priorities with complete accuracy
• Excellent interpersonal skills – you’ll build great relationships with our team and our vendors 
• Resourcefulness – ability to independently seek solutions to issues/challenges as they arise
• The Talk Shop team values humility, ingenuity, humour, and integrity. We think you’ll be a great fit if you love to see your hard work come to fruition, celebrate achievements, and connect with your team! 

Compensation 

Talk Shop is committed to offering competitive pay for the role and experience that the candidate brings. This is an opportunity to work at an innovative, rapidly growing agency that prioritizes team and company culture. We offer learning, development and mentorship so that our team can grow. 

We offer comprehensive health and dental benefits and value employee wellness. We look to deliver treats like swag, paid breakfasts and team events whenever possible. COVID has been a difficult time for all small businesses – we have prioritized taking care of our team through transparency, virtual team days, continued learning and a company-wide bonus structure. 

Location

This role is currently remote with the opportunity to work from a socially distanced and safe office space 1 – 2 days per week once restrictions are lifted and it is safe to do so. In-office presence will be required, full-time, in the future. 

How to Apply

Please email your resume to careers@talkshopmedia.com with the subject EA / Office Manager.

Talk Shop is committed to having ongoing conversations with candidates and our team to ensure accessibility needs are accommodated. We are prioritizing the hiring of a candidate that reflects the diverse population we serve, and we encourage applications from all qualified individuals. 

Successful candidates will be contacted and while we appreciate the time required to apply, we ask that no applicants call the office to follow up.