A leading professional services firm is hiring an Assistant to join its Marketing & Communications team in downtown Toronto. This is an administration-focused role: managing calendars, coordinating meetings and processing expenses for three senior marketing leaders.You will support two Directors of Business Development and the Director of Communications. You will also be the primary backup to the Executive Assistant to the Chief Marketing Officer, covering the CMO's office during absences and peak periods.This role is ideal for an organized early-career skilled who wants to build toward an Executive Assistant career. You will learn senior-level executive support first-hand while gaining broad exposure to professional services marketing.Key responsibilitiesCalendar management (two Directors, BD and Director, Communications)Manage three busy, frequently changing calendars, balancing internal priorities with client commitmentsSchedule internal and client meetings across multiple time zones, resolving conflicts proactivelyBook meeting rooms, virtual meeting links and cateringFlag upcoming deadlines, travel and commitments so each Director is preparedMeeting coordinationPrepare agendas, briefing notes and meeting materials in advanceTake minutes, record action items and follow up on outstanding tasksCoordinate recurring team meetings, leadership sessions and client meetingsOrganize travel and itineraries as neededExpense and administrative managementPrepare, reconcile and submit expense reports for all three Directors on time and in line with firm policyProcess invoices and purchase orders; track marketing spend against budgetLiaise with vendors, agencies and the finance team on payments and queriesMaintain shared drives, contact lists,



team calendars and project trackersEA backup to the CMO's officeCover the Executive Assistant to the CMO during vacations, absences and peak periodsManage the CMO's calendar, meetings, correspondence and expenses when coveringAct as a professional first point of contact for senior leaders and clientsHandle confidential information with discretionMarketing, BD and communications supportCoordinating projects ensuring timelines are metHelp schedule internal communications, newsletters and social postsSupport client events and seminars: invitations, RSVPs, logistics and on-site helpTake on ad hoc projects across the Marketing & Communications teamWhat you bring:2–7 years of administrative, coordinator or assistant experience, ideally in professional services (legal, accounting, consulting or financial services)Proven experience managing multiple calendars and scheduling complex meetingsExperience preparing and reconciling expense reports and processing invoicesAdvanced skills in Microsoft Outlook, Word, Excel, PowerPoint and TeamsExcellent written and oral communication skills along with strong proofreading skillsHighly organized, able to juggle several stakeholders and competing prioritiesSound judgment and discretion with confidential informationA clear interest in growing into an Executive Assistant rolePost-secondary diploma or degree in Business, Office Administration, Marketing or a related fieldNice to haveExperience supporting or backing up a senior executiveFamiliarity with expense platforms (e.G., Concur, Chrome River) and a CRM (e.G., InterAction, Salesforce)Exposure to marketing, BD or communications workFrench or another language an asseHands-on experience supporting senior leaders.Broad exposure to business development, communications and events in a leading firmHybrid schedule with one remote day per week, in a central, transit-accessible downtown office

📌 Assistant (Toronto)
🏢 Options Consulting Solutions
📍 Toronto