📍 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.
