Bruce Mau Design

Studio & Executive Assistant

Studio & Executive Assistant

Job Title:

Studio & Executive Assistant

Status:

Full-time permanent

Location:

Toronto Studio

Role:

The Studio & Executive Assistant has responsibilities across Operations & Administration at Bruce Mau Design. This role ensures that BMD is running smoothly across the studio; for its executives and employees. You are the heart of BMD and work behind the scenes to make this a great place to be. Internally and externally you are presenting the studio and our business in a professional and friendly manner. This is a fantastic opportunity for a recent University graduate keen to learn everything there is to know about running a world class design agency. If you have a hands-on & dig-in attitude with a contagious energy – you will be a great addition to our team

Responsibilities:

  • Represent BMD by being the first point of contact and front line of the organization at Reception; welcoming clients and guests, answering the main phone line, etc.
  • Field, gate-keep and direct external inquiries to the appropriate people in the studio; New Business, PR & Marketing, HR, Finance, etc.
  • Coordinate vendors, mail, couriers & FedEx
  • Maintain a tidy, high functioning and welcoming studio (including ordering and replenishing supplies, snacks, amenities, etc.); coordination as needed with property management and building maintenance
  • Manage Nexonia travel program and coordinate all Executive travel
  • Weekly timesheet coordination
  • Manage the company credit card; purchasing, tracking and expensing
  • Coordinate travel cash and travel packs as needed
  • Assist Finance with AP / AR, data entry, etc.
  • Banking responsibilities; depositing cheques, managing petty and travel cash
  • Provide administrative support to the Partners; scheduling & calendar management, travel & meeting coordination.
  • Manage expenses for the Partners
  • Book and plan internal and client meetings as requested
  • Maintain a high level of confidentiality
  • Assist HR with special projects as needed
  • Assist HR with the On boarding & Off boarding experience
  • Plan and organize internal events; F@4, Lecture Series / Guest Speakers, Lunch ‘n’ Learns, Holiday Party, Summer Party, Birthdays, Group events, etc.
  • Pro-actively ensure the day-to-day operations and enjoyment of BMD’rs is maximized
  • Behave in a professional and friendly manner

Requirements:

  • Entry level position: 0-2 years’ experience
  • An outgoing personality who is able to interact with a wide range of individuals within the business and creative world and maintain a positive and professional attitude
  • A polished and professional level of personal presentation
  • An excellent and diplomatic communicator with a high level of awareness
  • A highly organized and proactive self-starter, eager to learn all aspects of a creative business
  • Impeccable attention to detail
  • Ability to work with highly sensitive and confidential matters
  • Excellent computer skills, particularly within MS Office; previous experience with an ERP is a great asset
  • A keen desire to be learn best business and agency practices in all areas; operations, finance and HR
  • Ability to perform and comfortable with basic finance & accounting principles

All candidates must include a CV - applications will be accepted at; apply@brucemaudesign.com

Please note “Studio & Executive Assistant” in the subject heading. We thank all candidates for their interest; should we wish to speak further we will contact you directly!


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