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About the Role
This role is crucial for the smooth operation of the Canada Region for Creative Group, an event experience agency. It spans sales administration, office and facilities management, and freelance talent oversight, partnering closely with sales leadership to drive pre-sales execution, office operations, and onsite staffing for events.
Responsibilities
- Maintain accurate client agreement templates aligned to current company legal terms.
- Issue initial client agreements and renewals.
- Support and project manage bid submissions, including RFI responses and presentation materials.
- Coordinate client visits, off-site events, and client recognition initiatives.
- Act as out-of-office backup for sales leadership, supporting pre-sales activities and serving as an escalation point.
- Manage registration, payment, and travel for business development participation in industry events.
- Support sales team initiatives for non-program operations and special coordination requests.
- Oversee day-to-day office administration and facilities management.
- Maintain up-to-date staff contact information, emergency contacts, and organizational charts.
- Manage office equipment maintenance, vendor coordination, and supply procurement.
- Oversee flex office areas, storage facilities, and supply inventory.
- Maintain stationery and business card inventory.
- Serve as the primary building management liaison for the Toronto office.
- Lead and recruit the emergency preparedness team, ensuring employee training on evacuation and crisis response.
- Project-manage strategic company and regional initiatives affecting shared resources and processes.
- Lead regional cross-functional projects to support compliance, operational change, or business initiatives.
- Oversee the purchasing and shipment of employee recognition items.
- Prepare presentation materials and asset collection for the Monthly Canada Team Regroup Call.
- Onboard new in-office hires, including building access, desk setup, and IT coordination.
- Oversee courier billing reconciliation and allocation of shipping costs.
- Assist with various administrative tasks and project research as needed.
- Serve as DocuSign administrator for confidential and legal documentation.
- Communicate important building and office information to employees.
- Maintain the Trip Director freelance talent bench, supporting vetting, interviewing, and onboarding.
- Maintain all Independent Contractor agreements and NDAs for the Trip Director roster.
- Manage company-wide communication with Trip Directors and maintain the onsite staffing inbox.
- Coordinate onsite staff assignments and contracting, including booking and problem-solving cancellations.
- Centralize onsite event supply ordering, coordinating vendors, controlling costs, and managing receipts.
- Maintain Creative Group onsite uniform and name-badge inventory.
- Support annual internal reviews of Trip Director performance and gather feedback.
- Maintain the Creative and Production freelance talent bench and serve as an administrative point of contact.
- Prepare and maintain annual Independent Contractor agreements for freelance partners.
- Maintain a central document roster of contractor expertise, rates, availability, and contact information.
- Prepare statements of work for freelance contractors for project-based engagements.
- Coordinate outreach to bench talent at the request of team leaders.
Requirements
- Minimum 2 years college program, preferably in event management, hospitality, or marketing agency.
- 3+ years in executive administrative support, office management, business operations, or event management.
- 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 details, and works effectively across teams.
- Excellent typing and computer skills.
- Experience working in a fast-paced environment.
- Models behavior that reflects the organization’s vision and values.
- Relates well to all levels of the organization, including executives.
- Models a positive, solution-based approach and is flexible and open to change.
- 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.
- Takes initiative and is resourceful, and able to work independently.
- Possesses attention to detail with extreme accuracy and accountability.
- Able to maintain confidentiality and trust.
- Strong analytical, problem-solving, and decision-making skills.
Skills
- Adobe Illustrator
- Adobe Photoshop
- Adobe InDesign
- SalesForce CRM
- Microsoft Office (Word, Advanced Excel, PowerPoint)
- English Language Proficiency
- French Language Proficiency (asset)
Location
- Toronto
Work Type
- Hybrid
- Full-time
Experience Level
- 3+ years experience
Education Level
- 2-year college program preferred
About the Company
- Creative Group is an event experience agency.