📍 Location: Concord, Ontario (In-Person)

💼 Full-Time | Luxury Marketing \& PR Agency

Secret Media Co. is a boutique agency specializing in strategic marketing, Social Media, public relations, and brand elevation for top-tier businesses and high-profile clientele. Based in Toronto, we operate at the intersection of creativity, performance, and luxury---delivering exceptional campaigns for brands that expect excellence.

We are currently seeking a professional, detail-oriented, and highly organized Office Manager \& Executive Assistant to support our agency's operations and executive leadership.

ABOUT THE ROLE:

This role combining high-level office management with direct executive assistance to the CEO. The successful candidate will serve as the operational backbone of the agency---coordinating daily workflows, maintaining internal structure, and facilitating effective team and client communications.

You will also provide executive-level support for the CEO, including scheduling, PR coordination, personal project assistance, and strategic support across client and brand initiatives.

KEY RESPONSIBILITIES:

Daily Operations and Team Coordination: Oversee the day-to-day functioning of the office, including managing calendars, scheduling meetings, and ensuring efficient team communication and collaboration.
Communication Hub: Act as the primary point of contact for both internal and external communication, handling inquiries, directing messages, and maintaining a professional and welcoming office environment.
Project and Task Management: Assist in the organization and tracking of project timelines, utilizing tools like Asana to manage tasks, assign responsibilities, and generate progress reports.
Financial Management: Maintain accurate financial records, including managing invoices, receipts, and budgets, using QuickBooks software with a high level of proficiency.
Content and Social Media Support: Assist in the scheduling and coordination of content across social media platforms, and liaise with influencers to facilitate communication and partnerships.
Documentation and Reporting: Prepare comprehensive documentation, reports, and presentations for internal meetings and executive briefings, ensuring clear and concise communication of key information.
Team and Company Culture: Oversee team-building events, manage the onboarding and offboarding processes for new and departing employees, and foster a positive and inclusive company culture through effective communication and engagement initiatives.

REQUIRED QUALIFICATIONS:

Minimum 3--5 years of relevant experience in operations, executive support, or agency roles
Strong knowledge of Google Workspace, QuickBooks, and Asana (or similar tools)
Excellent verbal and written communication skills
Highly organized, proactive, and adaptable in a fast-paced environment
Experience with social media platforms and light content planning considered an asset
Professionalism, discretion, and a strong sense of responsibility are essential

ADDITIONAL ASSETS - OPTIONAL:

Background in public relations, content creation, or influencer marketing
Experience in a luxury, hospitality, or creative agency setting
Familiarity with CRM tools, creative planning, and remote team coordination

APPLICATION INSTRUCTIONS:

To apply, please email your CV and a brief introduction to:

📧 hello@secretmediaco.com

We thank all applicants for their interest. Only those selected for an interview will be contacted.

Secret Media

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Office Manager and Executive Assistant