Type: Full-time, Permanent

Requirements: Canadian Citizen, Ontario Resident

Salary: (Commensurate with experience) + benefits

Description

Innovate by Day is seeking an Office and Business Affairs Coordinator for a small, fast paced strategic marketing and digital content studio situated on the Danforth in Toronto. Given the size of office and nature of the media industry, this position will be a hybrid of executive assistant, office and business affairs coordinator. Experience in the film/television industry and/or experience in business affairs is an asset. This person must love to organize and be organized. Applicants must be quick learners, detail oriented, good with technology,  articulate, eager, independent, pleasant, confident, able to juggle multiple tasks with time sensitive deadlines and have strong writing skills.

Innovate By Day is Canada’s leading strategic marketing & digital content studio specializing in the entertainment industry. Our enthusiasm for fandoms and desire to connect directly with audiences drives our work. We are a collaborative, creative environment where employees are valued, teamwork is encouraged, and ideas are nurtured. Find out more by visiting our website: innovatebyday.ca

The person selected to fill the role will be expected to fulfill the following duties:

  • Coordinating calendar systems for the office and the company president
  • Greeting, directing and assisting clients, visitors and couriers
  • Answering all incoming calls and handling caller’s inquiries whenever possible
  • Receiving, directing, and relaying telephone messages
  • Handling all incoming and outgoing mail and couriers
  • Managing day to day internal operations – meeting set up, answering questions regarding location and availability of equipment, keep the shared spaces clean, etc.
  • Meeting coordination, including: taking minutes, identifying action items and following up with internal completion
  • Handling all travel bookings (flights) and accommodations arrangements for the company
  • Aiding in employee event planning – from patio socials to company parties and team offsites
  • Maintaining an adequate inventory of office and kitchen supplies, ordering and retrieving new supplies as needed
  • Providing word-processing and administrative support as requested
  • Assisting in administrative tracking of all employee time-off (i.e., vacation, personal days, travel, etc.)
  • Handling and maintaining adequate levels of petty cash
  • Preparing expense, per diem and petty cash requests and reports
  • Assisting in the recruitment of new employees including sourcing, phone screening, and scheduling of interviews.
  • Providing orientation for new team members regarding security codes and keys for entering and exiting the building before and after regular office hours
  • Proofreading and editing documents as needed
  • Coordinate company client tracking, invoicing and follow up
  • Assisting in the preparation of contracts and deal memos
  • Assisting staff and performing other related administrative duties as required or requested
  • Staying informed on trending topics and emerging news in association with the current projects
  • Commit to ongoing learning and development

Skills & Qualifications

  • Minimum of a 1 year Diploma in Office Administration from an accredited college or equivalent
  • 1-3 years of office administration or related experience
  • Experience with basic bookkeeping an asset
  • Strong communication and interpersonal skills are a must
  • Ability to work independently and collaboratively
  • Strong organizational and written skills
  • Analytical and problem-solving skills
  • Decision making skills
  • Proficient in the following software:
    • MS Office, including Word, Excel and Powerpoint
    • macOS, including Mail
    • G-Suite, including Calendar, Docs, Sheets, Slides
    • Proficiency in Pages, Numbers and Keynote is an asset
  • Strong time management skills
  • Honest and trustworthy
  • Respectful
  • Punctual
  • Reliable
  • Demonstrated tact and professionalism
  • Ability to maintain confidentiality
  • Strong interpersonal skills

Please forward cover letter and resume to:

Email: careers@innovatebyday.ca

ATTN: Julie Reis

Please include the subject line: “Office and Business Affairs Coordinator Job Posting”

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