Executive Assistant

  • Toronto, ON, Canada
  • Full-time
  • Department: Internal Marketing

Company Description

At Viral Nation, we specialize in building social-first ecosystems for brands to connect with the modern consumer journey. Our integrated solutions align strategy, talent, media, and technology with culturally relevant creative to scale the world’s fastest growing digital brands. Viral Nation offers a fluid, creative, and growth-oriented environment that will support your ambitions to apply your talents in an open, collaborative, and fast paced culture. We’re driven to push boundaries and think beyond today to deliver strategies, and we’re just getting started. Our ability to stay at the forefront of the industry has fueled our success and will guide us in paving the path forward.

2021 was a transformational year for Viral Nation, having grown by 200% and we have even bigger ambitions for 2022 and beyond. While we continuously exceed our goals, we need your help – our success is only as great as our people. Strong performance leads to high expectations and we need to keep raising the bar!

Our Values

We Constantly Evolve: Embracing change is both an opportunity and a necessity!

Courage: Challenging the norm drives us forward!

Diversity: We strive for excellence and recognize that our differences make us stronger. We respect and seek out the inclusion of differences, realizing we can learn from each other!

Resilience: Adversity is a springboard for growth!

Viral Nation is looking for an Executive Assistant to support the President and Chief Business Development Officer and who will act as a strategic business partner to help drive the company forward. You will have a finger on the pulse of your leader's needs and of the organization's needs while acting as a gatekeeper and ensuring a seamless day-to-day experience

Job Description

  • Working directly with the President and Chief Business Development Officer at Viral Nation Marketing
  • Anticipate needs and provide high-level executive administrative support
  • Extensive and heavy scheduling and strategic calendar management
  • Manage prioritization of internal and external requests for review and approval in real-time daily
  • Coordinate internal and external meeting logistics, agendas, materials and communications
  • Thrive in a fast-paced, quickly changing, growth environment with an optimistic approach to work and life
  • Excellent verbal and written communication skills
  • Attend meetings when needed to take notes and action on follow-up items
  • Have a high level of professional integrity and confidentiality
  • Ability to work with cross-functional partners that are located in various time zones
  • Act as a strategic partner in helping to drive the company forward
  • Strong familiarity with Google enterprise products (Gmail, Calendar, Docs) and a passion for implementing technology to increase efficiency
  • Incredibly proactive and able to take initiative and work efficiently with little direction
  • Interact regularly and build relationships with executives and their executive assistants 
  • Navigate complex matrixed organizations and enhance organizational communications while acting as an escalation point of contact for issues
  • Perform non-administrative, ad-hoc projects at times. E.g, preparing reports and presentations, generating insights and research to inform decision-making, supporting events
  • Project manage milestone reporting by working with cross-functional partners to ensure timely delivery as needed
  • Strong scheduling and coordination skills, and comfortable with last-minute changes
  • Handle all travel arrangements including flights, hotels, and ground transportation; obtain visas, passport renewals, or any other travel documents

Qualifications

  • Kind: You operate with courage, show empathy, and instill trust through honesty and integrity.
  • Smart: You are able to solve problems through action, make high-quality decisions, and think with a strategic mindset.
  • Creative: You gracefully manage ambiguity, cultivate innovation, and demonstrate an insatiable desire to learn.
  • Someone who’s highly organized and detail-oriented with a proactive work-style

Who You Are

  • 3+ years experience as primary support in a fast-paced, high-volume environment
  • Master problem solver and decision maker
  • Have experience working in a fast-paced/startup/high-growth environment
  • Proven ability to successfully juggle and prioritize multiple tasks and projects simultaneously
  • Excellent written and verbal communication skills
  • Strong emotional intelligence, self-awareness and professional maturity
  • Strong project management skills; one who thinks ahead and anticipates needs
  • You’re never satisfied with the status quo and always thinking “how can we do this better?”

Minimum Qualifications:

  • BS/BA degree or equivalent years of experience
  • 3+ years of experience providing high-level administrative support at the executive level

Additional Information

Viral Nation is committed to diversity, equity and inclusion in our agency. Viral Nation welcomes applications from people with visible and non-visible disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruiting and selection process.